Permit Coordinator

Position Summary:

Job Title: Contract Administrator

Location: Oakland/ San Ramon, CA (1 to 2 days per week)

Duration: 24 months contract

Top things:

Proficiency using Salesforce/ SAP/Microsoft tools preferred.

Communication skills Verbal/writing with internal and external stakeholders

General skills for administrative jobs: fee payment, tracking, records management, Prioritizing work, Nimbleness

Overview:

This position manages environmental compliance permits for Environmental Programs, primarily focusing on the Hazardous Materials and Water Quality Programs, with backup responsibilities for Air Quality tasks.

Responsibilities:

1. Permit Coordination (70% of workload):

Manage approximately 1500 permits issued by state and local environmental agencies. The number of permits may expand, or contract based on workplans and regulatory changes.

Review and process fees associated with:

Certified Unified Program Agency (CUPA) permits

Construction General Permit

Discharges

Dredge and Fill

Fire department permits

Spill emergency response fees

Water system permits

Respond to Staff (including Environmental Field Specialist (EFS), Environmental Scientists and Land Planners and their leadership) queries regarding permit status.

Query and action designated Salesforce reports

Resolve permit and invoice discrepancies through direct communication with Staff and regulatory agency staff, and review of online agency compliance systems.

Maintain and update project, facility & permit records as well as associated objects in Salesforce to manage and track permit status, including invoice payments.

Conduct fee payments by ACH on request

Maintain electronic archives of permit documents in Salesforce and mail hard copies to Staff for posting onsite.

Additional tasks as assigned

2. Mail Management (10% of workload):

Travel to the office 2 days a week to retrieve and scan incoming mail for all permit programs.

Prepare and send outgoing mail via US Government Client, UPS, or Pony Express (inter-company service) as needed.

Additional tasks as assigned

3. Significant Compliance Obligations (less than 5% of workload):

Coordinate the annual payment of two critical tax fees: CDTFA Hazardous Waste Generator and Hazardous Substance Environmental Fees.

4. Special Projects Support (5% of workload):

Provide general support for special projects/training on an as-needed basis.

Backup for air quality permit tasks on an as-needed basis: sending/receiving mail, air permit tracking, invoice processing, and emission inventory reporting coordination.

Reporting Structure:

Directly reports to the Supervisor, Environmental Programs.

Dotted-line reports to Managers in other programs if supported.