Permit Coordinator (0.8 FTE / 32 hours weekly) at City of Lake Forest Park – Lake Forest Park, Washington

Under the direction of the Community Development Director and Building Official, the Permit Coordinator provides customer service for building inquiries, building permits, planning and zoning land use inquiries and land use permits; processes and coordinates the intake and review of building and land use permit applications to facilitate the timely review and issuance of permits; ensures that permit applications and plans are included, providing necessary information as required by City code and Municipal ordinances. The Permit Coordinator informs and educates applicants to the permit process; determines and collects fees; assists with monitoring permits-in-progress to assure compliance with notifications and timelines; provides typical Permit Coordinator administrative support to the Community Development Director and Building Official as needed.

Duties require an individual to be extremely organized to meet deadlines and display a strong attention to detail with minimal supervision. Responsibilities have a significant impact on the City’s Planning and Building division activities and customer satisfaction.

Essential Functions

• Answer and direct incoming telephone calls; greet and direct the public. Provide courteous, efficient assistance in responding to or directing questions and requests for information or services. Answer counter and telephone inquiries and refer callers to appropriate staff members if not able to respond independently.
• Receive building and land use permit applications for processing, review submitted information, assign permit numbers, collect, and receipt applicable fees, enter application information into permit tracking database, set up and maintain files, route file to appropriate departments for plan review.
• Access and maintain accurate databases for permits, receive personnel weekly activity reports from the Community Development Department, maintain monthly database for Tax Parcel information.
• Audit files for expiration and process notification letters for expirations, renewals and final inspections, audit completed project building plans for disposal.
• Explains the permit process to prospective and current applicants, including the applicable codes and regulations governing development, the sequence of activities in the permit approval process, and the timelines to expect for key decisions and final approval.
• Conducts research of prior building and land use actions, documentation, and legal status of property to provide explanations, advice, and solve problems with customers.
• Prepares fee and activity schedules for permit applicants. Determines the appropriate fees from a pre-determined schedule.
• Processes accounts payable, refunds and other customer-based financial transactions.
• Sets up and maintains files and data including statistical data on permitting activity.
• Provides typical permit coordinator administrative support during normal working hours to the Community Development Department as needed.

Education and Experience

Required:

• Highschool diploma or equivalent AND at least five (5) years of permit processing experience that includes providing a high level of customer service OR equivalent education/experience.
• Valid Washington State Driver’s License upon date of hire and the ability to maintain insurability with the City.
• ICC Permit Technician Certification upon date of hire.

Preferred:

• Associate degree in Business Administration, Communications, or related field.
• Prior working experience with Accella permitting software or other similar building software.
• Bilingual

Knowledge, Skills, Abilities

Knowledge of:

• Municipal Code, Building Code, ordinances, and the Revised Code of Washington (RCW);
• Applicable City administrative policies and procedures;
• Business letter writing and basic report preparation with proficient spelling and grammatical skills;
• Proficient knowledge of computers and applicable computer software applications, including specific knowledge of Microsoft Word and Outlook;
• Working knowledge of modern administrative office procedures, methods and equipment, including answering phones and front desk coverage.

Skill in:

• Strong organizational, time management, and interpersonal skills;
• Strong customer service skills;
• Strong attention to detail, working in a busy and sometimes stressful environment and changing priorities;
• Using initiative and independent judgment within established guidelines.

Ability to:

• Report for scheduled work with regular, reliable and punctual attendance;
• Work independently with a high degree of reliability, accuracy, and productivity;
• Maintain and establish effective and cooperative working relationships with City employees, public and public officers, and other agency staff;
• Conduct oneself in a professional manner as defined by City policy and maintain confidentiality;
• Work well independently and in support of the team;
• Communicate in English clearly, concisely, and effectively, both orally and in writing.

Working Conditions / Physical Requirements

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The duties in this position are performed primarily in an office setting utilizing standard office equipment with moderate noise levels. Incumbents may be exposed to hostile individuals while interfacing with the public.