Permit Specialist

Salary : $73,921.19 - $92,405.04 Annually

Location : San Ramon, CA

Job Type: Full-Time

Job Number: 2024 - 08- U120

Department: Community Development

Division: Building and Safety

Opening Date: 08/09/2024

Closing Date: 9/6/2024 5:00 PM Pacific

Description The City of San Ramon is recruiting for Permit Specialists. The position will address the Division's needs for both technical building permitting and administrative support. Definition Under general supervision, performs technical, complex, and/or specialized office support and project oversight to the Building and Safety Services Division; may provide lead direction and/or training to a small office support staff on a project or day-to-day basis; provides information and assistance to staff and the general public; executes special projects and activities related to the department or division to which assigned; and performs related work as required.

The Ideal Candidate will be experienced in the following areas: Excellent Customer service skills; Working knowledge of building permitting processes; Excellent written and verbal communication skills; Basic clerical skills; Experience with data collection and organization; Understanding of basic construction principals and concepts; Permitting software; and Ability to read and understand construction plans. Supervision Received and Exercised
Receives direct or general supervision from assigned supervisory or management personnel. Provides technical and functional direction to administrative and clerical positions.

Class Characteristics
This is an experienced, skilled office support class. Incumbents with well-developed office skills are expected to perform technical and specialized work requiring in-depth of knowledge of rules, regulations, policies, procedures and activities related to the department or division to which assigned and to apply them independently. The work includes lead direction of other office support staff on a project or day-to-day basis. This class is distinguished from the Office Technician in that the nature of the work of the latter classification is more transactional and has a comparatively narrow spectrum of work assignments. This class is distinguished from the Administrative Coordinator in that the nature, scope, and diversity of responsibilities of the latter class requires a broader understanding of department functions and the capability of relieving management of day-to-day office administrative and coordinative duties including the supervision of support staff.

Typical Duties
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.

When performing all assignments: Performs data entry on automated systems, including, but not limited to employee or population information, mailing lists, rosters, invoices, payroll data, work orders and purchase orders. Prepares correspondence, reports, forms, receipts, vouchers, work orders, and specialized documents related to the department/division to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates. Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling. Prepares and distributes meeting agendas; takes and transcribes minutes; maintains department and/or official City records. Checks and tabulates standard arithmetic or statistical data; summarizes such information and prepares periodic or special reports. May direct and review the work of a small office staff on a project or day-to-day basis; may train staff in work procedures. Answers telephones and greets visitors; directs calls to appropriate staff or takes messages; makes referrals to other agencies or departments; and schedules meetings and conference rooms. Performs other duties of a similar nature or level. When assigned to customer support/permitting position: Explains City policies and procedures to the public; ensures that required forms are distributed and process steps are understood. Reviews applications, forms, documents, plans, specifications and other materials for completeness, accuracy and compliance with City policies and procedures; routes documents to the proper office or staff. Computes and accepts required fees; prepares receipts and balances monies received on a regular basis; processes and issues permits; processes requests for passports. Knowledge and Abilities Knowledge of:
Principles and practices of municipal management and government; principles, practices, and procedures of public administration in a municipal setting; applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility; basic research and reporting methods, techniques, and procedures; business letter writing and the standard format for reports and correspondence; principles and practices of data collection and report preparation; modern office administrative and secretarial practices and procedures, including the use of standard office equipment; computer applications related to the work; English usage, grammar, spelling, vocabulary, and punctuation; and techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.

Ability to: Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion; respond to and effectively prioritize multiple phone calls, and other requests/interruptions; interpret and implement policies, procedures, technical processes, and computer applications; evaluate programs and processes in order to determine optimum efficiency; perform basic research and prepare reports and recommendations; analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline procedures; organize, maintain, and update office database and records systems; enter and retrieve data from a computer with sufficient speed and accuracy; compose correspondence and reports independently or from brief instructions; establish and maintain a records management system; make accurate arithmetic and statistical calculations; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines; operate modern office equipment including computer equipment and specialized software applications programs; use English effectively to communicate in person, over the telephone and in writing; and establish and maintain effective working relationships with those contacted in the course of the work.
Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education

Equivalent to the completion of the twelfth (12th) grade. College level coursework related to the area of assignment is desirable.

AND

ExperienceThree (3) years of general office support or secretarial experience.

Desirable: Responsible permit review and processing experience in a municipal building department combined with permit technician training. Licenses and Certifications Specified position must possess and maintain a valid California class C driver's license and a satisfactory driving record. Recruitment Process

Resumes cannot be substituted for a completed application.

The recruitment process is as follows: The most qualified candidates, as determined by initial screening of applications, will be invited to participate in a written/online exam and/or oral panel interview. Panel Interviews are tentatively scheduled for mid-September 2024. The eligibility list will be established from the interview process. Individuals on the eligibility list may be asked to participate in a second round of interviews based on specific individual qualifications and the City's needs. The eligibility list will remain in effect for one (1) year for potential future vacancies. The City of San Ramon is an equal opportunity employer and does not discriminate against race, color, religion, national origin, age, sex origin, sexual orientation or disability. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Division at .

Information contained herein, including the recruitment process, is subject to change without notice.

The City's excellent benefit package includes: CalPERS retirement; medical, dental and vision plans; 12 days of vacation and 12 days of sick leave accrued annually; 10.5 paid holidays; 3 floating holidays; adoption benefits; short and long term disability; employee assistance program; group and supplemental life insurance; and a retiree health savings plan.

for a detailed summary of our benefits by bargaining unit.

01

Do you currently possess a California Driver's License? Yes No

02

Please indicate your highest level of education completed. High School or Equivalent 1 year college (30 semester/45 quarter units) 2 years of college (Associate's Degree or 60 semester/90 quarter units) 3 years of college (90 semester/135 quarter units) 4 years of college (Bachelor's Degree or 120 semester/180 quarter units) Master's Degree or above

03

How many years of general office support or secretarial experience do you possess? None Less than 1 year 1 year but less than 2 years 2 year but less than 3 years 3 years but less than 4 years 4 years but less than 5 years 5 years or more

04

How many years of responsible permitting processing experience or related experience in a municipal building department do you possess? None Less than 1 year 1 year but less than 2 years 2 year but less than 3 years 3 years but less than 4 years 4 years but less than 5 years 5 years or more

05

List relevant major coursework or field(s) of study.

06

Please describe any additional experience, including number of years, that you possess, related to supporting and providing technical assistance to building staff.

07

Please describe your experience working with permit processing and permit processing software systems.

08

Please describe your experience working with construction plans.

Required Question