What are the responsibilities and job description for the One Stop Permit Supervisor position at City of Ocala?
This is a highly responsible working supervisory position requiring "hands-on" control over the day-to-day data intake and processing of applications and provision of information to the general public and other city departments. This position identifies and helps implement permitting and building processes that would directly lead to improved efficiencies. This includes training and testing of new processes to meet successful implementation. This position works with various divisions and individuals within the Growth Management Department concerning the coordination of permits, inspections and cases.
1. Supervises permitting daily activity of the One Stop Permit Center. This includes supervising the Permit Technicians and the Building Administrative Coordinator. This duty is performed daily. Acts as the division Manager in the absence of the One-Stop Permit Manager.2. Provides training for CentralSquare and ProjectDox applications related to permitting, plan review and inspections. This position works closely with the Building Services Director, One-Stop Permit Manager, and Business Application Analyst in creating building and permit processes. This duty is performed daily.
3. Coordinate the provision of efficient and effective service delivery to customers; handle difficult and complex customer service situations; identify and recommend opportunities for improving service delivery methods and procedures. This duty is performed daily.
4. Prepares and analyzes aging reports to identify permits or projects that are experiencing delays in review and coordinates with review staff to finalize. This duty is performed weekly.
5. Provide case management of complex building construction applications; confer with project owners and design professionals regarding state and local code requirements and obtaining multiagency application approvals. This duty is performed as necessary.
6. Has general knowledge of the building inspection process. This duty is performed daily.
7. Recording and scheduling various types of inspections related to all construction trades. This duty is performed daily.
8. Monitor and maintain the department's business plan related to the City's strategic goals; coordinate improvement and upkeep of information systems, databases, scanning and imaging systems. This duty is performed weekly.
9. Oversees the coordination between building and code enforcement staff regarding actions to ensure compliance with permitting regulations. This duty is performed weekly.
10. Recommends and helps implement goals, objectives, policies and procedures for the assigned work unit; project future costs and recommend appropriate fee adjustments. This duty is performed annually.
11. Provides support to the Development Coordinator regarding intake of development plans and routing for review, responding to applicant questions regarding project status or staff review comments, issuing site plan review committee comments to applicants, follow-up with staff reviewers to ensure timely review, and assisting applicants and staff reviewers with any software questions. This duty is performed daily.
12. Proficient in the ProjectDOX electronic permit plan review process and software to provide cross training to permit technicians, and spot checks plan review entries for quality assurance. Provides technical support to customers and city staff in use of ProjectDOX. This duty is performed daily.
13. Reviews and calculates appropriate impact fees on residential and commercial buildings. This duty is performed as necessary.
14. Reviews and makes recommendations to the Building Services Director and One-Stop Permit Manager for credits, rebates, transfers, and refunds. This duty is performed necessary.
15. Prepares periodic reports of impact fee accounts, collections, and expenditures. This duty is performed monthly.
16. Must be proficient in all Permit Technician duties and provides such support on the front desk to ensure that customer service is maintained at a high level. This duty is performed daily.
17. Provides one-on-one training for staff, including cross-training as needs arise and job functions change. This duty is performed daily.
18. Determines appropriate workflow to ensure audit compliance pertaining to separation of duties. This duty is performed daily.
19. Uses good judgment in deciding how a customer's issue should be resolved and who needs to be involved with its resolution. Uses business appropriate conflict management skills when necessary. Ensures that complaints from customers are addressed and resolved promptly. This duty is performed daily.
Perform any other related duties as required or assigned
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.EDUCATION AND EXPERIENCE
Have graduated from an accredited college or university with an associate’s degree in business or public administration, or another appropriate field.
Required 3 years of supervisory or customer service experience.
Preferred 3 years' experience in permitting and licensing (i.e., building construction processes, permitting and licensing processes, managing workflow, etc.) in a government regulatory agency involving considerable public contact, public speaking or similar experience and/or training. Or equivalent combination of education and experience.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Valid Florida Driver's License with an acceptable driving record.SUPERVISORY RESPONSIBILITIES
Supervises 4 non-supervisory employee(s). Carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
COMMUNICATION SKILLS
Ability to write reports, business correspondence, and policy/procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents.
Ability to respond to complex or difficult inquiries or complaints from customers, regulatory agencies, or members of the business community.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
CRITICAL THINKING SKILLS
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
SUPERVISION RECEIVED
Under direction where a definite objective is set up and the employee plans and arranges own work, referring only unusual cases to supervisor.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of medium organizational component and the organization's clientele.
MENTAL DEMAND
Very close mental demand. Operations requiring very close and continuous attention for control of operations which require a high degree of coordination or immediate response. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also, to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Directed. Supervisory and/or professional skills using structured practices or policies and directed as to execution and review. Interpolation of learned things in moderately varied situations where reasoning and decision-making are essential.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of highly complex machines and equipment; specialized or advanced software programs.
ACCURACY
Probable errors would normally not be detected in succeeding operations and could possibly affect organization-patron relationship, involve re-work, or additional expenditures in order to properly resolve the error. The possibility of such errors would occur quite frequently in performance of the job. May also cause inaccuracies or incomplete information that would be used in other segments of the organization as a basis for making subsequent decisions, plans, or actions.
PUBLIC CONTACT
Regular contacts with patrons where the contacts are initiated by the employee. Involves both furnishing and obtaining information and, also, attempting to influence the decisions of those persons contacted. Contacts of considerable importance and of such nature, that failure to exercise proper judgment may result in important tangible or intangible losses to the organization.
EMPLOYEE CONTACT
Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.
SOFTWARE SKILLS REQUIRED
Advanced: Spreadsheet, Word Processing/Typing
Intermediate: Other
Basic: Accounting, Alphanumeric Data Entry, Contact Management, Database, Enterprise Resource Planning, Human Resources Systems, Payroll Systems, Presentation/PowerPoint
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is
Regularly required to talk or hear.
Frequently required to stand, walk, sit.
Occasionally required to use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 10 pounds,
occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, and color vision.
ENVIRONMENTAL CONDITIONS
There are no harmful environmental conditions that are present for this position.
The noise level in the work environment is usually moderate.
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).
Salary : $52,880 - $70,180
