Permit Technician/Senior Permit Technician

The City of Dana Point is seeking an enthusiastic, friendly, and highly professional team player to join our Community Development Department as a Permit Technician or Senior Permit Technician. This role provides exceptional customer service to residents, contractors, and developers while performing a variety of technical duties related to accepting, processing, and reviewing permit applications for planning, building, and land-use activities. The ideal candidate is detail-oriented, responsible, and enjoys helping the public navigate the development process with clarity and confidence.

The position will be filled at either the Permit Technician or Senior Permit Technician level, depending on the selected candidate’s qualifications and experience.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

Under general supervision, the Permit Technician perform a variety of technical duties involved in accepting, processing and reviewing forms, plans, and permit applications for planning, building, and land use activities; assist and inform the public in person, by email, and on the telephone regarding departmental policies and procedures related to applications for development; and perform a variety of tasks related to the assigned area of responsibility.

Under general supervision, the Senior Permit Technician perform a variety of complex and responsible technical duties involved in accepting, processing and reviewing forms, plans, and permit applications for planning, building, and land use activities; assist and inform the public in person and on the telephone regarding departmental policies and procedures related to applications for development; monitor and direct the work of staff performing permit/plan acceptance, processing and review; and perform a variety of tasks related to the assigned area of responsibility.

CLASS CHARACTERISTICS

The Permit Technician performs less complex research, office and may do field work that is standardized and governed by procedures, instructions and standard practices. 

The Senior Permit Technician performs the more difficult or complex processing of development permits as well as providing supervision and training to the Building Division development services counter staff. This position may do field work that is standardized and governed by procedures, instructions and standard practices.

This position is non-exempt under FLSA standards.

Essential job functions may include, but are not limited to, the following: (Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job).

1. Assist the public at the front counter; respond to questions about policies and procedures; provide information on the permit process.
2. Participate in developing and maintaining records and reporting systems related to development/building permit processes.
3. Investigate problems and conflicts arising from permit processing activities; analyze, recommend, and implement changes as appropriate.
4. Receive and review applications; ensure information is accurate, complete, and in compliance with regulations; advise the public on simple plan check corrections.
5. Conduct simple review of plan check submittals; ensure compliance with minimum submittal requirements; recommend modifications of submittal requirements as necessary to improve service to the public.
6. Route plans to appropriate staff; label and log information; set up files; track and monitor plan status; notify contractors, owners, developers, and engineers of plan status; issue permits.
7. Verify licensing and insurance on contractors, document information in appropriate files.
8. Calculate and estimate fees for permits; collect fees for various applications; issue receipts for fees collected.
9. Perform a variety of office, administrative, and fiscal support assignments; assist public record keeping and report preparation; receive and answer phone calls to the front counter operations.
10. Prepare and maintain records and files of plans and permits; assist the general public with retrieval & copying of records; purge completed permit files.
11. Prepare a variety of correspondence and related material in support of assigned functions; prepare handouts of fee schedules and related permit processes.
12. Participate in reviewing processes and procedures to improve productivity and customer service.
13. Perform other related duties as assigned.

1. Lead, plan, train, and review the work of staff responsible for performing a variety of administrative, operational, and staff support for the Building Division development services counter; perform complex and responsible technical duties involved in accepting, processing and reviewing forms, plans, and permit applications for planning, building, and land use activities.
2. Train assigned employees in their areas of work including proper permit processing methods, procedures, and techniques
3. Assist the public at the front counter; respond to questions on policies and procedures; provide information on the permit process.
4. Develop and maintain records and reporting systems related to development/building permit processes.
5. Investigate problems and conflicts arising from permit processing activities; recommend practical solutions and implement as approved by management; analyze, recommend and implement changes as appropriate.
6. Interpret provisions of City codes and permit requirements for developers, contractors, architects, engineers and the general public.
7. Assist with the administration of the permit tracking system; analyze and recommend system improvements; develop and/or revise permit related documents.
8. Receive and review applications; ensure information is accurate, complete, and in compliance with regulations; advise the public on simple plan check corrections.
9. Conduct simple review of plan check submittals; ensure compliance with minimum submittal requirements; recommend modifications of submittal requirements as necessary to improve service to the public.
10. Route plans to appropriate staff; label and log information; set up files; track and monitor plan status; notify contractors, owners, developers, and engineers of plan status; issue permits.
11. Verify licensing and insurance on contractors, document information in appropriate files.
12. Calculate and estimate fees for permits
13. Perform a wide variety of specialized office management, administrative and fiscal support assignments; assist with public record keeping and report preparation; receive and answer phone calls to the front counter operations.
14. Prepare and maintain records and files of plans and permits; assist the general public with retrieval & copying of records; purge completed permit files.
15. Review processes and procedures to improve productivity and customer service.
16. Prepare a variety of correspondence, reports, and related material in support of assigned functions.
17. Perform other related duties as assigned.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge:

• Technical duties involved in accepting, processing building, planning and public works permit applications.
• Basic methods and techniques of technical research.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Principles and procedures of permit record-keeping and methods and procedures of data entry.
• Basic mathematical principles. 
• Methods and techniques of effective customer service.
• English usage, spelling, punctuation, and grammar.

Ability to:

• Read or learn to read plans, maps and blueprints.
• Calculate fees and building valuations.
• Maintain accurate records and files. 
• Respond to complaints, requests and inquiries from the general public.
• Understand and follow oral and written instructions.
• Use of correct grammar, spelling and punctuation.
• Interpret and explain City policies and procedures related to the building permit process, and learn technical terms related to building construction.
• Effectively multi-task and maintain effective organization of multiple projects and assignments in a busy office environment with frequent interruptions.
• Work effectively and maintain composure under pressure.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.

Education and Experience
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain knowledge and abilities would be: 

License or Certificates:

Knowledge of:

• Operations, services, and activities of a permit processing program.
• Principles of lead supervision and training.
• Construction permit process including right-of-way, private and public easements, setbacks, zoning and engineering requirements, and the need for variances.
• Technical duties involved in accepting and processing building, planning and public works permit applications.
• Basic principles of building-related codes and ordinances enforceable by the City, including the California Building, Electrical, Plumbing and Mechanical Codes.
• Building, development and zoning regulations.
• Modern construction practices, methods, materials, and equipment.
• Basic methods and techniques of technical research.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Principles and procedures of permit record-keeping and methods and procedures of data entry.
• Basic mathematical principles.
• English usage, spelling, punctuation and grammar.
• Methods and techniques of effective customer service.

Ability to:

• Lead, organize, and review the work of staff.
• Independently perform the most difficult office management, administrative, and fiscal support assignments.
• Process plans and permits for complex residential, commercial and industrial construction projects.
• Read and interpret building plans and building codes.
• Calculate fees and building valuations.
• Maintain accurate records and files. 
• Respond to complaints, requests and inquiries from the general public.
• Understand and follow oral and written instructions.
• Use of correct grammar, spelling and punctuation.
• Interpret and explain City policies and procedures related to the building permit process, and learn technical terms related to building construction.
• Effectively multi-task and maintain effective organization of multiple projects and assignments in a busy office environment with frequent interruptions.
• Work effectively and maintain composure under pressure.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Write clear, concise, and accurate technical and non–technical reports, correspondence and memoranda.
• Prepare reports, agreements, and accurate records.
• Make sound decisions and instill confidence in the public on building matters.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.

Education and Experience
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Graduation from high school or completion of a GED supplemented with job-related courses and four years of responsible clerical experience working with the public at a municipal building and planning front counter.

License or Certificates:

• ICC certification as a permit technician 

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Physical Requirements:
Position requires the ability to perform light lifting and carrying; sitting, standing and walking for prolonged periods of time; occasional to frequent squatting, twisting and bending. Continuous hand use and finger dexterity is needed to use computer keyboard, operate standard office equipment, and perform filing duties; may require occasional pushing and pulling, grasping, reaching. This position also requires the ability to read architectural drawings, plans, specifications, reports and other records.  Good hearing is required when communicating on the telephone or in person.

Work Environment: 
Primarily office environment with controlled temperature conditions, and no direct exposure to hazardous physical substances.  Position works extensively with the general public.

Note: All employees of the City of Dana Point are designated by both State law and City ordinance to be “Disaster Service Workers.” In the event of a declared emergency or an undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly differently from the employees’ normal work assignments and may continue through the recovery phase of the emergency.

Salary : $61,248 - $86,904