What are the responsibilities and job description for the Permit Coordinator position at City of Oxnard?
The City of Oxnard is seeking a knowledgeable and service-driven Permit Coordinator to join the Community Development Department. This management-level position plays a key role in ensuring the City’s permit services are delivered efficiently, accurately, and with a strong focus on customer experience. The Permit Coordinator leads permit processing operations, supports continuous improvement efforts, and serves as a key point of coordination between staff, applicants, and internal and external stakeholders.
WHAT YOU’LL DO
- Lead and oversee daily permit processing operations, including building permit issuance and over-the-counter services.
- Serves as departmental lead in final implementation and ongoing stabilization of new permitting software.
- Supervise, train, and support Permit Technicians and counter staff to maintain consistent and high-quality customer service
- Coordinate permit activities with City departments, outside agencies, and the public to ensure timely application processing
- Calculate and review complex permit fees, including development impact fees, and ensure accuracy and consistency across projects
- Respond to escalated questions or concerns from residents, businesses, developers, and applicants in a professional and solutions-focused manner
- Track permit applications through the plan check and permitting process and prepare operational reports and performance metrics
- Review permit submittals for completeness and compliance with City requirements, including plans and technical reports
- Support process improvement initiatives by identifying service gaps, recommending solutions, and helping implement updated procedures
- Represent the department in meetings, committees, and public settings as assigned, including presentations and staff reports
Payroll/Classification Title: Permit Coordinator
SUPERVISION RECEIVED/EXERCISED:
Incumbents in this class report to and receive general direction from a higher level division manager. The Permit Coordinator exercises supervision over Permit Technicians and counter support staff.
DISTINGUISHING CHARACTERISTICS:
The Permit Coordinator is the management-level class responsible for planning, organizing, and coordinating various programs, services, resources, and operations related to the assigned area. The Permit Coordinator participates in the development of division goals, objectives, policies, and priorities, and supervises and evaluates the work of subordinate staff. The incumbent is responsible for promoting collaboration in the resolution of process-related issues raised by other departments, outside agencies, individuals or business organizations. Assignments are varied and carried out with considerable judgment and independence.
WORK SCHEDULE:
The normal work week is Monday through Thursday 8:00am to 6:00pm and alternating Fridays 8:00am to -5:00pm. Depending on the work assignment staff may be assigned to a shift that is outside the standard work hours. In addition, this position may be required to be available to work additional hours in response to peaks in workloads and changes in department needs. The standard work environment varies depending on assignment but is typically either dependent on each position which is primarily in an office setting or out in the field. The City does not offer hybrid or remote work.
Essential Functions
Include but are not limited to the following:
- Plans, organizes, coordinates, and evaluates permit processing program activities and operations within the Community Development Department including: issuing building permits; performing over the counter plan checking, reviewing and processing.
- Coordinates permit processing activities with other City departments, outside agencies, customers, and the general public; serves on inter-agency committees, boards, and commissions.
- Serves as the Department lead in the final configuration, implementation and ongoing stabilization of new permitting software (Tyler EPL, go-live anticipated Fall 2026), acting as the primary liaison between the City and the software vendor or implementation consultants.
- Oversees the training of Building & Engineering Division front counter and support staff on the use of permitting and other software; serves as liaison to Department staff for system updates and troubleshooting; acts as a liaison with technical support personnel for security and user issues.
- Integrates and helps facilitate building and planning permit functions to support major department goals; supervises and participates in developing, implementing, and evaluating plans, work processes, systems, and procedures to achieve annual goals, objectives, and work standards.
- Responds to and resolves difficult and sensitive citizen inquiries and complaints; provides general and technical information and assistance to developers, property owners and the public regarding laws, policies, regulations, standards and procedures with respect to submission of plans, processing of applications and implementation requirements.
- Coordinates the development fee calculation process; develops and implements policies, and procedures; calculates and/or reviews major project impact permit fees; trains permit technicians for consistency and accuracy in the fee calculation process.
- Tracks plan submissions through plan checking and permitting process to ensure timely response and turn-around time; prepares statistical reports on a weekly/monthly basis for submission to supervisors; coordinates with other City departments in the permitting and plan checking process.
- Reviews site plans, architectural, structural, and M-E-P construction plans, soils reports and calculations submitted in connection with permit applications; ensures completeness and conformance with City submittal requirements.
- Participates in the hiring, training, motivating, and evaluation of assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures when necessary.
- Plans and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; recommends disciplinary action, up to and including termination, in accordance with the City's Personnel Rules and Regulations.
- Provides leadership and works with staff to ensure a high performance, customer service-oriented work environment through selection, training, and day-to-day management practices that supports achieving the department's and the City's mission, objectives and values.
- Identifies opportunities for improving service delivery methods and procedures; facilitates in-house committees and focus groups to develop improved processes; recommends, within departmental policy, appropriate services and staffing levels.
- Participates in the development of the assigned program budget, which may include forecasting funds needed for staffing, equipment, materials, and supplies.
- Provides staff assistance to the Community Development Director; makes presentations and acts as department representative at various inter-agency or public committees, boards and commissions; prepares and presents staff reports, division metrics, and other correspondence as appropriate and necessary to various audiences: prepares a variety of written communications including analytical reports, correspondence and drafts of revisions to local ordinances, policies and procedures.
- Maintains current knowledge of new trends and innovations in the field of permit processing attends and participates in professional group meetings; participates in professional development activities; reads publications relevant to area of assignment.
- Performs related duties as required.
Minimum Qualifications
The following are minimum qualifications necessary for entry into the classification
Education:
- A Bachelor's degree from an accredited college or university; (major coursework in engineering, architecture, or a related field is preferred)
Experience
- Five (5) years of increasingly responsible professional experience in a development permit processing program, which may include project managers and permit expediters that work through City permitting activities,
- Experience utilizing modern permitting software, including implementation & stabilization, or similar experience is desirable.
- One (1) year of administrative and/or lead supervisory responsibility.
- Experience in construction and/or project management will also be considered as qualifying experience.
License, Certification and Other Requirements:
- Possession of a valid and unrestricted Class C California driver's license.
General Information
APPLICATION PROCESS:
- Submit NEOGOV/Government Jobs on-line application.
- Complete and submit responses to the supplemental questions, if required.
- Upload resume, cover letter, proof of degree (transcript), or other requested documents.
Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.
The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. There is one (1) full-time vacancy within the Community Development Department.
Selected candidate(s) must pass a thorough background investigation.
UNION MEMBERSHIP: Positions in this classification are represented by the Oxnard Mid-Managers Association (OMMA).
EQUAL OPPORTUNITY: The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation.
REASONABLE ACCOMMODATION: The City of Oxnard makes reasonable accommodation for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.
LEGAL REQUIREMENT: On the first day of employment, new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify
If you have any questions regarding this recruitment, please contact Susie Morales at susie.morales@oxnard.org.
NOTE: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.
Retirement Contributions:
New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement. The City of Oxnard does not participate in social security.
Safety Designated Positions: New members (as defined by PEPRA), 2.7% @ 57; “Classic” members 3% @ 50. The employee will be required to pay a portion of their annual earnings toward their retirement depending on their relevant MOU. The City of Oxnard does not participate in social security.
Vacation/Annual Accrual Rates:
Leave accrual rates vary between 6.24 – 11.78 hours per pay period based on years of service.
Administrative Leave:
Management employees are not compensated for overtime worked. However, the department director may authorize up to 40 hours of administrative leave in one year.
Deferred Compensation:
The City contributes 1% of employee salary to a 401(a) plan of its choosing.
Retirement Health Savings
The City contributes 1% to a retirement health savings account.
Bilingual Pay: A regular full time employee may receive bilingual pay at the rate of $50.00-$100.00 bi-weekly depending on the Level the employee is required to provide bilingual services as determined by the City Manager or designee.
Health and Dental:Employees can choose from a variety of medical plans provided by the City. The City's contribution to medical coverage is outlined below:
Level One – For employees hired before January 1, 2023, the City contributes $1,543.00 per month toward medical insurance premiums and an additional $74.21 per month toward dental insurance premiums. Employees will receive cash back if the medical plan they choose is less than the City’s monthly contribution of $1,543.00 per month. Employees who waive medical insurance will receive cash back in the amount $1,243.00 per month provided they provide proof of other qualifying coverage. Any unused dental premium monies are paid to the employee. If employees hired prior to January 1, 2023 make any changes to their health plan, they will be placed in level two.
Level Two - For employees hired on or after January 1, 2023, the City will contribute $2,054 per month towards medical insurance premiums with no cash back. Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage. The City will provide $66.80 per month towards dental insurance.
Holidays:
The City observes 12 holidays per year
Life Insurance:
City employees receive Basic Life Coverage ($7,500) 1 times annual salary 100% paid by the City. Employees also have the option to purchase additional insurance.
Tuition Reimbursement:
Full-time employees are eligible for 100% reimbursement for work-related coursework up to a maximum of $5,000 per fiscal year.
Salary : $5,000