Permit Specialist Lead

Salary : $6,650.23 - $8,414.67 Monthly

Location : Lake Stevens, WA

Job Type: Full-Time

Job Number: 2024-00027

Department: Planning & Community Development

Division: Community Development

Opening Date: 08/20/2024

Closing Date: 9/5/2024 11:59 PM Pacific

FLSA: Non-Exempt

Bargaining Unit: NR

Now Hiring Permit Specialist Lead! POSITION PURPOSE:

Under general supervision, the Permit Specialist Lead supports staff in the processing of land use and permit applications, monitors applications, coordinates activities associated with the city's permit tracking system; calculates fees and prepares permits for issuance. Works across departments to resolve outstanding comment review discrepancies and resolve outstanding project delays internally and externally. This position requires considerable knowledge, ability and skill in the principles and practices of excellent customer service in both the private and public sectors. This position serves under the direction of the Building Official and assists with administrative tasks as needed.

About City of Lake Stevens
Lake Stevens is a vibrant and growing community - the second fastest-growing city in Snohomish County - with a population of over 40,000 makes us the 4th largest city in the county.
Lake Stevens is generally a residential community with access to numerous commercial, retail and recreational opportunities. Of course, the crown jewel of the community is the lake itself, which boasts some of the greatest water recreational opportunities in the county. Lake Stevens is also uniquely situated, being close to the lake, ocean, and Cascade mountains, to take advantage of many outdoor activities. The Lake Stevens Schools are excellent and coupled with a city priority of parks and increased walkability, makes Lake Stevens an ideal place to raise a family.
The City of Lake Stevens operates under the mayor-council system. The city's motto, "One Community Around the Lake", embodies our quality of life, top-ranked school district, and the City Council's commitment to providing excellent services and amenities for its residents.

Why City of Lake Stevens? Work-Life Balance - We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individual's lifestyle. Flexible Work Schedules- The city offers a variety of work schedules to include potential hybrid work dependent on meeting business necessities and supervisor approval. Work Where you Live! The City of Lake Stevens offers a comprehensive benefits package including: Retirement- through the Washington State Department of Retirement Systems. Deferred Compensation- with city match. Excellent healthcare options- including medical, dental, vision insurance, city-paid life insurance and long-term disability, health savings accounts (HSA), and Health Reimbursement Accounts (HRA/VEBA) Paid leave- including paid sick leave, paid vacation, flexible holidays, paid holidays, and bereavement leave. Tuition reimbursement! See our benefits page for a complete list of all the benefits available to the City of Lake Stevens employees. Essential Duties and Responsibilities

Essential duties and responsibilities include, but are not limited to Exercises leadership, trains and monitors tasks of assigned staff. May assist the Building Official with administrative tasks including bill processing; staff scheduling; and composing a variety of correspondence, memos, reports, standard operating procedures, and other materials; proofreads materials to ensure accuracy and completeness. Assists applicants in submitting complete applications for land use, building and related permits and business licenses; trains and reviews Permit Specialist's draft comment letters for completeness Responds to public inquiries in writing, by telephone and in person. Advises members of the general public, property owners, architects, engineers, developers, and others regarding City planning and development policies, procedures, and standards. Communicates and explains requirements of building, zoning and related codes and ordinances. Reviews maps or other data as assigned Assigns addresses for new developments; trains and reviews Permit Specialist's draft address assignments prior to issuance. Responsible for processing permit applications including acceptance, time stamping, logging, file setup, preliminary review, distribution to internal and external reviewers, and filing. Implements code enforcement penalties in permitting software, creating invoices and reciepts in support of code enforcement activities. Assists and monitors the progress of each permit through the review process; provides interested parties with permit information as needed or requested. Works across departments to resolve outstanding comment review discrepancies and resolve outstanding project delays, both internally and externally. Supports a positive work environment, keeps others informed of work issues and programs by maintaining quality communication, displays initiative to resolve problems and maintains a work environment supporting fair and equal treatment of employees; provides feedback to Building Official regarding employee performance for evaluations; recognizes superior job performance. Assists in training of other employees. Sets agenda, takes notes and facilitates Permit Specialist and planning department meetings. Assists in drafting standard operating procedures (SOP), training and implementation of SOP's and ensuring accuracy of standards and policies. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide quality, seamless customer service. Monitors expired permit reports and expiration process to assist customers with requests for extensions and Building Official clarification/authorization of extensions. Reviews applications for completeness, records and coordinates review process and monitors status of permits. Monitors financial securities including maintaining accurate computer spreadsheets, notifying project managers of upcoming expiring securities and coordinating acceptance and release of securities with customers and project managers. Oversees preparation and submittal of legal notices for publication and distribution relating to land use activities. Assists in preparing and/or overseeing information for land use hearings. Oversees maintenance of all land use and building-related permit files, including archiving and destruction according to applicable retention schedules. Oversees permit information, preparing reports for distribution as necessary; sends information to the Snohomish County Assessor monthly and as required to other agencies. Calculates related permitting and land use application fees, valuations, construction permit renewals, and assessments; maintains records and prepares reports or notifications as required. Assists Building Official in the training, testing and maintaining of permitting software including updating of fees, workflows, reviews, inspections, conditions of approval, and documenting improvements and implementation. Verifies contractor's license for current licensing by the State of Washington. Maintains account records of fee payment transactions and updates monthly; provides summary report for distribution to the Director and Finance Department. Arranges and participates in pre-development meetings between city staff and property owners, construction developers, contractors, etc. Prepares written information material for the public including city website review, coordination of department posts, and updating the current planning project list Acts as public records coordinator and facilitator of responses for the department. Regular, predictable and reliable attendance during scheduled hours. PERPHERAL DUTIES Serves as backup liaison to Planning Commission. Duties include compiling and distributing agendas and other meeting materials, attending evening meetings, recording meetings, compiling official meeting minutes for approval, and coordinating meeting times and location. Performs other duties as directed PHYSICAL DEMANDS AND WORK ENVIRONMENT
Please see the attached questionnaire for position-specific physical requirements and typical working conditions. The physical demands described here and the attached form 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.
While performing the duties of this job, the incumbent is frequently required to use hands to manipulate, handle, and feel; speak; listen; hear; sit for extended periods of time; type on a keyboard; talk on the telephone; stand and walk; occasionally lift and/or move up to 20 pounds, and reach with hands and arms; seldom required to climb, stoop, kneel, and crouch. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.

Work is usually performed in an indoor office environment, subject to occasionally driving to offsite locations. The noise level in the work environment is usually moderate.

Evening or variable hours to attend meetings is required.

Qualifications Education, Training and Experience Guidelines Education: High School Diploma or GED is required; a two-year or Associate's degree is desired.

Experience: Three to five years of progressive administrative support experience, preferably working with permit documents and processes. One (1) year of lead or supervisory experience is preferred.

Or: Any combination of education and experience, which provides the applicant with the desired skills, knowledge and ability required to perform the job may be substituted for these qualifications.

Knowledge of: Overall operation and purpose of the Planning and Community Development Department including what resources each employee provides the public. State adoption of the International Codes. General land use development and zoning regulations. Building code administration and permitting process. City's purpose, functions and procedures; applicable procedures and practices; and applicable standards dictated by regulatory agencies. Effective oral and written communication principles and practices. Detailed record-keeping and public record disclosures and techniques. Lean Management System or Six Sigma principles. Ability to: Read and interpret construction plans and determine compliance with various codes. Coordinate the daily workload of a work group in a manner conducive to full performance and high morale. Maintain departmental objectives. Communicate effectively, verbally and in writing to the public regarding project and department activities. Lead large projects from inception to completion with close attention to details. Apply Lean or Six Sigma principles to continuously improve processes, procedures and implement change management. Independently draft nearly final correspondence and update incomplete meeting notes to final form. Perform detailed work with a high degree of accuracy. Work effectively with diverse groups and individuals including developers, contractors, public agencies, appointed officials and the public. Maintain a customer service orientation, be courteous and diplomatic in the exchange of information and present a positive image of the city in a variety of circumstances. Maintain confidentiality and communicate with tact and diplomacy. LICENSE, CERTIFICATION and OTHER REQUIREMENTS: ICC Permit Technician certification at time of hire, or within six (6) months of hire. Notary Public license required at time of hire or within (1) one year of hire. Completion of position-relevant background check. Supplemental Information How to Apply
Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the "Work Experience" portion of the application be completed in as much detail as possible.

In order to be considered for this opportunity, please include the following with your online application: An attached resume outlining (in reverse chronological order) your experience to date. An attached cover letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role. Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. **Please note: Phone number AND email address are required for all professional references This information can be entered in the "References" section of the online application; does not require an additional attachment. The City of Lake Stevens is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran's status, disability, or any other basis prohibited by federal, state or local law.

There are no limitations to who's a best fit to serve this community. If we contact you for an interview and you need specific accommodations, please let us know. Please contact Human Resources at (425) 622-9400, ten (10) days in advance to allow time for us to make proper arrangements. You're also welcome to mail your request to City of Lake Stevens Human Resources, P.O. Box 257, Lake Stevens, WA 98258; or email to ******.

Please visit the Benefits section of our webpage here:

01

Which of the following best describes your highest level of education? High School Diploma or G.E.D. Associate's Degree Bachelor's Degree Master's Degree Doctorate

02

Do you have a valid driver's license? (If your current license is out of state, you also acknowledge your ability to obtain a Washington State driver's license within 30 days of hire) Yes No

03

How many years of experience do you have working with building permit documents and processes? I have no experience I have less than one (1) year of experience I have one (1) to three (3) years of experience I have three (3) to five (5) years of experience I have over five (5) years of experience

04

How many years of experience do you have leading and/or supervising staff in a diverse and customer-focused service delivery environment? I have no experience I have less than one (1) year of experience I have one (1) to three (3) years of experience I have three (3) to five (5) years of experience I have over five (5) years of experience

05

Do you have a Permit Technician Certification or the ability to obtain within six months of hire? Yes No

06

Do you hold a Notary Public license or the ability to obtain within one (1) year of hire?? Yes No

07

Please select which of the following best describes your professional experience with Microsoft Office Suite's Word, Excel, Outlook, and SharePoint: Beginner (little or no experience, but interested and willing to learn) Developing (some working knowledge) Skilled (solid knowledge, uses software frequently) Expert (exceptional knowledge, recognized as expert user) None of the above

08

Which of the following best describes your level of experience of acting as a team lead and doing tasks such as coaching, mentoring, and training? I have less than one (1) year of supervisory experience I have one (1) to three (3) years of supervisory experience I have three (3) or more years of supervisory experience

09

After reviewing this job posting please describe how your education and work experience makes you the best candidate for this position.

10

Please explain your experience in communicating with a diverse group of people, to include what interpersonal skills you use. For example, communicating with employees, consultants, or members of the public. If you do not have any experience, please type N/A.

Required Question