Permit Technician

PERMIT TECHNICIAN

"An Equal Opportunity Employer M/F/DP/V and LGBTQ"
====================================================================

The City of Concord is seeking a full time Permit Technician to work the main counter in the Code Administration Division. The ideal candidate will have great people skills, be comfortable working with basic office equipment and computers, and be familiar with building trade jargon. This position requires a self-starter who will take the initiative to obtain the necessary information from the Code Administration subject matter experts and apply it to customers.

Job Summary

Manages the Code Administration front desk to answer applicant/public inquiries, including, but not limited to, those pertaining to Energov Permitting software. Responds to questions from applicants/the public in-person, by phone, via email, and via other media. Regularly consults with Code Administration inspection, licensing, and management staff to keep mutually apprised of ongoing projects, cases, inspections etc. in order to effectively answer applicant/public inquiries. Performs administrative and clerical work of moderate difficulty. Assists the public with inquiries, complaints, and problem resolution associated therewith. Performs administrative and clerical functions; maintains files, composes correspondence on own initiative, responds to requests for information. Prepares / generate reports, tracks documents, and researches answers to questions related to the area of assignment.

Regularly consults with Code Administration management, licensing, and inspection staff to obtain the most up-to-date information concerning inspection cases, projects, permit applications etc.

Handles confidential or sensitive information requiring the use of discretion and tact.

Updates and maintains division Web site including Board and Committee meeting dates, agendas, and minutes; food service, health and hazard bulletins and advisories, forms and general information.

Enters and retrieves technical information from a computer in order to perform research, update records, process transactions, or respond to requests for information.

Collects fees, enters and posts to Energov or appropriate software, completes deposit slips.

Makes daily / weekly cash deposits.

Staffs the front counter; greets visitors and escorts or directs them to appropriate people or area.

Assists the general public and contractors with the setting up of Energov on-line account and completing the on-line applications.

Provides in-person customer service, answers the telephone, responds to voice messages, emails and applicable inquiries via any other pertinent media concerning Energov and Code Administration activities.

Coordinates annual renewal notices for licenses.

Creates, files, stores, retains, and maintains digital documents in an orderly fashion. Converts paper files to digital format.

Establishes and maintains alphabetic and numeric files so that documents can be filed and retrieved in an orderly and efficient manner.

Prepares correspondence and other documents. Performs research. Generates reports using software programs.

Performs a variety of general clerical and administrative tasks associated with operation of the division.

Processes division mail; opens, sorts, and distributes mail to appropriate party; responds to mail as appropriate.

May perform some duties of Code Division Fiscal Technician as needed in acting capacity on a short-term, as needed basis, including, but not limited to, administrative support for Boards and Commissions and associated meetings / public hearings, including preparation of meeting minutes.

Performs other related duties as assigned.

Material and Equipment Used

Personal Computer and/or Terminal

General Office Equipment Multi-line

Telephone

Typewriter

Copier

Scanner
Calculator

Adding Machine

Minimum Qualifications Required

Education and Experience:

High school diploma or GED; and,

Progressively responsible clerical experience, with at least one year of experience performing administrative clerical work involving interaction with high level officials and managers; or,

Any combination of education, training and experience that provides the knowledge, skills and abilities required for the job.

Familiarity with construction trades is preferred.

Licenses and Certifications:

Notary Public

Knowledge of:

Administrative policies and procedures related to the area of assignment.

Operation of multi-line telephones

Customer service skills and professional etiquette for interacting with customers, the public, and elected officials.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Record keeping, report preparation, filing systems and methods, and records management techniques, including electronic files.

Basic budgetary principles and practices.

Techniques of effective time management

General administrative practices and procedures, business letter writing, standard clerical techniques, and modern office methods, procedures and equipment.

Business mathematics, including accounting, percentages, decimals, statistics, general ledge accounts, A/P, A/R, payroll

Computers, including standardized and specialized software programs, applications related to the work including e-mail, spreadsheets, word processing, publishing software, database design and usage, familiarity with the Internet and Web page maintenance.

Skills In:

Communicate effectively and courteously with co-workers, the public, and other employees both orally and in writing.

Using tact, discretion, initiative, and independent judgment within established guidelines.

Using computers to enter and retrieve information, as well as compose correspondence in a time efficient manner.

Understanding and compiling information into a logical and sequential format

Operating general office equipment

Dealing courteously and diplomatically with people; ability to successfully handle situations in which others may be angry or argumentative.

Analyzing and resolving office administrative situations and problems with minimal direction.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Collaborate with immediate supervisors to plan, organize, and coordinate administrative operations.

Understanding and carrying out complex written and oral instructions.

Mental and Physical Abilities to:

Read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, and other information to successfully carry-out duties and responsibilities.

Solve problems using own initiative in situations where only limited standardization or guidelines exist.

Interpret, understand, and implement instructions in written and oral form.

Establish and maintain effective working relationships with others.

Attends night meetings or hearings when required.

Perform duties while sitting at a desk or table or while intermittently sitting, standing, or stooping.

Occasionally lifts light objects (less than 25lbs).

Working Conditions:

Work is primarily performed in an office.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.