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020-17 - Resolution - Job Description and Salary Scale for Permit Clerk and Office Manager for DCDRESOTUTTON NO. 020-L7 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, ADOPTING THE NEW JOB DESCRIPTION AND SALARY SCATE FOR THE POSTTIONS OF PERMIT CLERK AND OFFICE MANAGER AND ORGANIZATIONAL CHART FOR THE DEPARTMENT OF COMMUNIW DEVELOPMENT. WHEREAS, it is necessary for the city to periodically review the duties and responsibilities of all employment positions; and WHEREAS, the new job description and salary scale of the Permit Clerk and Office Manager and DCD Permit Center reorganization proposes to bring the relative efficiencies of the DCD Permit process including full digitization of records and integration of the public work permit processing under the new unified development code; and WHEREAS, the job descriptions and the salary step schedules as attached as Exhibit A and'Permit Center organizational chart, as attached as Exhibit B have been reviewed by the Finance Committee and are respectfully submitted with a recommendation for approval, now, therefore; THE CIW COUNCIL OF THE CIW OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: The City Council hereby approves a Resolution adopting the new job description and salary scale for the positions of Permit Clerk and Office Manager and the DCD Organizational Chart. PASSED by the City Council of the City of Port orchard, SIGNED by the Mayor and attested by the city clerk in authentication of such passage this 11th day of April,2ot7. Robert Putaansuu, Mayor ATTEST SEAL t I I a a I I I Bran n, CMC, City Clerk Exhibit A Crv Or Ponr OncHARD JOa DTSCnIPTIoN Job l'itle: FISA: Civil Service: Department: Reports To: Building Permit Clerk Non-Exempt Excluded C.om m u n ity Development Permit Center Manager This may be a full-time or paft-time position. The regular working hours for the position and employee shall be set by the Permit Center Manager. Attendance at evening meetings or other off-duty events is not a regular paft of the duties of this position and is not anticipated; however the individual may from time to time be required to return to duty after normal work hours. Major Function and Purpose The Building Permit Clerk primarily peforms skilled clericalduties and also provides basic administrative support necessary to the efficient operations of DCD's Permit Center. The incumbent conveys any situations and information to the supervisor that are encountered during the course of work that are relevant to management of the Permit Center. The role's primary focus is on Building permit processing and the associated file management and record keeping.'Building permits' includes construction, plumbing, mechanical, demolition, occupancy and fire code permit types. General Function The Building Permit Clerk position requires a working knowledge and understanding of codes, regulations and guidelines pertaining to building permits reviewed and issued by the Department of C,ommunity Development in order to provide the appropriate clerical and administrative support to the Permit Center. The Building Permit Clerk also requires basic knowledge of other permit types and functions within the Permit Center for purposes of receiving concurrent applications, and providing servie during absences by other clerical staff. The incumbent receives building permit applications and determines counter complete submittal; enters application data and process records in the Permit Center's permit tracking softrruare program; maintains well organized building permit files using established procedures and records retention schedules; provides reords in response to public records requests. The position provides receptionist support including answering multi-line phone system and responding to front counter visits; clerical support including filing, typing, mailing, copying, scanning, and data entry into computer; administrative assistance including drafting or proofing letters, notices, informational brochures and documents, and spreadsheets; and other general assistance to the Permit Center. Superuision Responsibilities This position has no superuision responsibilities. Essential Job Duties and Responsibilities This job description reflects general details as necessary to describe the principal fundions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Specific duties and responsibilities include, but are not limited to duties and responsibilities represented in this job description in no way imply that these are the only duties to be perbrmed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties as assigned by the superuisor. Work is reviewed periodically for aauracy, adequacy, and adherence to instructions and established procedures. Application Prccessin g/ Frcnt Countere Provides quality customer seruice at the front counter. Maintain visitor log.o Receives building permit applications and reviews for munter ompleteness; assists applicants by providing information on submittal requirements, fees and the permit process,. Enters building application data and fees into the oomputer based permit tracking system.. Verifies contractor licensing and propefty ownership on permit applications.o Provides scanning, copying, and printing services for application processing and distribution.. Schedules meetings and other appointmenb as directed by the superuisor.. Schedules inspections.. Packages approved building permits for pick-up, and dispenses permits at the front counter.. Act as primary receptionist and Permit C,enter Front Desk staff; in that capacity answers phone, greeb publig provides routine information, takes messages, transfers calls and refers visitors to appropriate personnel. Clerical Suppoft. Receives, sorts, logs, and distributes incoming documents, mail and faxes for DCD.o Provides clerical support, including filing, record keeping, typing, copying, scanning, printing, mailing and maintaining hard copy and electronic files.r Operates office equipment such as copier, personal mmputer, digital imaging scanners, printerc, multi-line telephone, typewriter, fax machine and calculator,. Inputs data to electronic spreadsheets and other omputer programs. Utilizes electronic data sources for mail meqe, repofts, and other applications. Creates and maintains spreadsheets.. Maintains established rosters and data inventories,. Monitors and maintains the supply of building application forms, Permit Center brochures, and other materials for public information.. Maintains front munter area, lobby area, copy center, conference room and other shared areas as clean and functioning spaces.. Monitors office supplies inventory. Places supply orders under direct supervision.o Mails letters relating to expired applications, permit extensions, expired permits, and other building permit related onespondence or documentation. Administrative Suppoft. Gathers material and researches information to assist the Permit Center in accomplishing work,. Proofreads draft correspondence, repofts or other documents produced by other employees for spelling, grammar and format.. Utilizes word processing, spreadsheet, presentation, and page layout softvrrare to draft documents, workbooks, informational brochures and flyerc.. Assist with meeting preparation. JOB DESCRIPTIOI{: BUILDIilG PERMIT CTERK - for Permit Center L2-21-16 PAGE 2 OF 5 Recolds Managemento Files correspondence, permits, and various other materials. Keeps both physical and electronic building permit filing systems well organized. Retrieves and copies documents from building permit files for staff and for public disclosure requests.r Creates new files and associated tracking records as required.o Keeps records on public records requests for building permib utilizing the city's Public Reords C.enter system.. Organizes and maintains hard copy and electronic document files throughout their life cycle utilizing records retention schedules to manage active and inactive records. Knowledge, Skills and Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities to peform this job successfully, the incumbent will possess the abilities or aptitudes to peform each duty proficiently. Knowledge of:. General office practices and procedures applicable to municipal government office functions.o Current codes and permitting requirements applicable to building pennit applications.. Correct and effective use of business English, grammar, punctuation and business math.. Standard formats of business correspondence and report organization.. Office softurare applications: word processing, page layout, PDF conversion/editing, spreadsheets, database programs, including Microsoft Word, Excel, Publisher and Outlook; and Adobe Acrobat Professiona l.r General practices in care and operation of equipment used.. Records management principles and practices, both hard copy and electronic in compliance with records retention schedules for local government.. PlanS, specifications, maps, drawings, reports and construction documents common to building permit applications. Skills and Abilities:. Appear for scheduled work with regular, reliable and punctual attendance.. Maintain a professional personal appearance,. Demonstrate and maintain honest and ethical behavior.r Maintain a professional demeanor even under a heavy workload or stressful situations.. Provide quality customer service using interpersonal skills such as tact, patience and oouftesy.o Maintain the confidence, confidentiality and situational awareness that are necessary for support of the supervisor and operation of the Permit Center.o Establish and maintain professional, effective, and oufteous working relationships with other employees.o Effectively work under conditions of frequent interruptions, high traffic and/or noise volume, shared space, and multiple task.o Phr, organize and prioritize workload to omplete tasks within prescribed timeframes.. Demonstrate proficienry in writing and formatting documents, including grammar, spelling and proofreading.. Use appropriate grammar, punctuation, spelling, accuracy, editorial sense and good business communication principles in all written documents and electronic correspondene.. Understand and execute task from complex oral and written instructions.o Adhere to the Permit Center's office routines, productivity standards, and its policies and procedures.. Work independently on routine responsibilities without repeated direction, and troubleshoot problems in assigned area of responsibility using instructional and procedural resources. toB PERMIT CLERK - for Permit Center l2-2L-16 PAGE 3 OF 5 . Keep workspace, files, resources and timelines well organized within areas of responsibility.. Peform tasks with a high degree of accuracy and attention to detail.. Operate standard office equipment and machines such as personal computer/word processor, calculator, copier, printer, scernner, fax machine, and multi-line telephone system.. Type/keyboard accurately at least 40 w.p.m.. Accurately account for permit fees and receipts. Workinq Conditions Work is performed in an office environment. There are no o<traordinary physical demands on the employee in this position. Repeated interruption of the work routine is typical. The work area can be noisy. Substantial telephone and in-person contact with the publig builders, engineers, contractors, developers, governmental agencies and depaftments require that the individual have the ability to ommunicate effectively. This position requires extensive reading and involves repetitive motion tasks. The employee will be required to answer telephones. Requires the ability to operate a personal computer/terminal and other office equipment. Contacts and Relationships The BuiHing Permit Clerk has o<tensive contact with the public as the primary receptionist and front desk staff, The position is also the primary contact for building permit application intake and distribution of ready-to-issue permits, The position also requires contact with Depaftment staff and memberc of other departments in the execution of job duties. Additional contact with the public, contractors, other departments and agencies in suppoft of the Permit Crnter is direded by the superuisor. Phvsical The incumbent must have the physical ability to pedorm all essentialjob functions. Continuous repetitive arm/hand movement and crouching, stretching and kneeling abilities are required for the peformance of this job. Exertion of force of 20 pounds occasionally and/or 10 pounds frequently to liftlcarrylmove objects, files or materials. Must have hand-eye mordination sufficient to operate office equipment. Must have the ability to produce legible handwritten documents. Must be able to discern voice mnversation, Recruiting Requi rcments . High schooldiploma.. Three years prior office experience,. At least two years working for a municipal or other govemment agency is desirable.. At least one year professional experience in a comparable position is prefened.o Prior office experience, including use of office equipment and machines is required.. Must possess excellent communication skills both orally and in writing.. Must have excellent ability in using proper grammar, formatting documenb, and writing correspondence using business English.. Microsoft Office Specialist certification in Word and Excel is desirable.. Knowledge and experiene utilizing omputer softurare including MS Office (Word, Publisher, Power Point Outlook and Excel) and Adobe Acrobat is required.. Prior experience with SMARTGov or other permitting database program is desirable.. Working knowledge of record retention schedules as applied to building files desirable.. Familiarity with Building Codes as adopted by the City of Poft Orchard is desirable. JOB DESCRIPIO]{: BUILDING PERMIT CTERK - for Permit Center 12-21-16 PAGE 4 OF 5 a All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and AloholTesting Policy. Experience and Training Any combination of e<perience and training that provides the desired skills, knowledge and abilities. This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned; including working in other functional areas to cover absences or relief, to equalize peak work periods, or to othenruise balance the workload. RquiremenB outlind in thisl'ob desciption may be subjrct to modification to reasonably ammmdate indiuiduals with dimbilities who are otherwise qualifid for employment in this position. However, some rquirements may exdude indiuiduals who pose a dirst threat or significant risk to the health and afety of themselves or other employees. 7hr:s job dewiption does not onstitute an employment agrement betwen the Employer and employe and is subj*t to dnnge as the neds of the Employer and requirements of the job clnnge. Cry Or PORT ONCHARD JOg DTSCnIPTION Job-l-'itle: PlanningPermitClerk FISA: Non-Exempt Civil Seruice: Excluded Department: Reports To: Community Development Permit Center Manager This may be a full-time or part-time position. The regular working hours for the position and employee shall be set by the Permit Center Manager. Attendance at evening meetings or other off- duty events is not a regular part of the duties of this position and is not anticipated; however the individual may from time to time be required to return to duty after normal work hours. Major Function and Purpose The Planning Permit Clerk primarily performs skilled clerical duties and also provides basic administrative support necessry to the efficient operations of the DCD's Permit Center. The incumbent conveys any situations and information to the superuisor that are encountered during the ourse of work that are relevant to management of the Permit Center. The role focuses on Land Use and Zoning permit processing and the associated file management and record keeping. General Function The Planning Permit Clerk position requires a working knowledge and understanding of Land Use Regulatory Codes and Comprehensive Planning, including zoning and environmental regulations, and permit and approval types and processes in order to provide the appropriate clerical and administrative suppoft to the Permit Center. The Planning Permit Clerk also requires basic knowledge of other permit types and functions within the Permit Center for purposes of receiving concurrent applications, and providing seruice during absences by other clerical staff. The incumbent receives land use and zoning applications and determines munter complete submittal; enters application data and process records in the Permit C.enter's permit tracking softurare program; maintains well organized planning permit files using established procedures and records retention schedules; provides records in response to public records requests; prepares and indexes the exhibits, monitors cases for progress within prescribed timeframes, and prepares, the chambers for land use hearings with the Hearing Examiner. The position provides receptionist support including answering multi-line phone system and responding to front counter visits; clerical suppoft including filing, typing, mailing, mpying, scanning, and data entry into JOB DESCRIPTIOI{: PIANNING PERMIT CLERK - for Permit Center L2-2L-16 PAGE 1 OF 5 computer; administrative assistance including drafting or proofing letters, notices, informational brochures and documents, and spreadsheets; and other general assistance to the Permit Center Superuision Responsibilities This position has no superuision responsibilities. Essential Job Duties and Responsibilities This job description reflects general details as necessary to describe the principal functions of this job the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requiremenb. Specific duties and responsibilities include, but are not limited to, duties and responsibilities represented in this job description in no way imply that these are the only duties to be performed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties as assigned by the supervisor. Work is reviewed periodically for accuracy, adequacy, and adherence to instructions and established procedures. Application Prccessing/ Frcnt Countero Provides quality customer seruice at the front counter.o Receives land use applications and reviews for counter completeness; assists applicants by providing information on submittal requirements, fees and the permit process.. Enters all land use application data and fees into the computer based permit tracking system.. Verifies contractor licensing and propefi ownerchip on permit applications.. Provides scanning, copying, and printing services for application processing and distribution.. Schedules Pre-application meetings and other appointments as directed by the supervisor.. Schedules inspections.. Provides back-up assistance for recepUonist and front desk response; in that capacity answerc phone, greets public, provides routine information, takes messages, transfer calls and refers visitors to appropriate personnel. Provides broader coverage during the Building Permit Clerk's absences. ClericalSupporto Provides clerical support, including filing, record keeping, typing, copying, scanning, printing, mailing and maintaining hard copy and electronic files.. Operates office equipment such as copier, personal computer, digital imaging scanners, printers, multi-line telephone, typewriter, fax machine and calculator,. Inputs data to electronic spreadsheets and other computer programs. Utilizes electronic data sources for mail mege, repofts, and other applications. Creates and maintains spreadsheets.. Maintains established rosters and data inventories.. Monitors and maintains the supply of planning application forms, Permit Center brochures, and other materials for public information.. Maintains ftont counter area, lobby area, copy center, conference room and other shared areas as clean and functioning spaces.. Monitors office supplies inventory.. Mails letters relating to expired applications, permit extensions, expired permits, and other planning permit related correspondence and documentation. Administrative Suppoft. Gathers material and researches information to assist the Permit Center in accomplishing work. . Pr@freads draft correspondence, repofts or other documents produced by other employees for spelling, grammar and format.. Utilizes word processing, spreadsheet presentation, and page layout software to draft documents, workbook, informational brochures and flyers.o Assists with meeting preparation, Records Management. Files correspondence, permits, and various other materials, Keeps both physical and electronic Land Use filing systems well organized. Retrieves and mpies documents from land use and planning files for staff and ficr public disclosure requests.. Creates new files and associated tracking records as required.o Keeps reords on public records requests for land use file records utilizing the city's Public Records Center system.. Organizes and maintains hard copy and electronic document files for planning and land use files throughout their life cycle utilizing records retention schedules to manage active and inactive records. Glerkto the Hearing Examiner. Peforms routine clerical duties in suppoft of land use crses before the Hearing Examiner.. Coordinates dates for scheduling hearings.. Distributes notices to interested pafties.. Sets up chambers and operates recording equipment for Hearing Haminer hearings.. Assists with Hearing Examiner agenda packet process by assembling material, copying, and distributing packets, and maintains electronic files.. Coordinates online publication of agendas, hearing notices and other documentation with the website admi nistrator.. Identifies and numbers exhibits and maintains index to the reord for hearings.o Maintains interested pafties roster for hearings; creates sign-in sheets for agenda items. Knowledge, Skills and Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to pefform each duty proficiently, Knowledge of:. General office practices and procedures applicable to municipal government offie functions.. The regulatory role and responsibility of the Depatment of Community Development as it relates to land use permitting.r Current codes and permitting requirements applicable to land use applications.e Pertinent federal, state, and local laws, codes and development regulations.. Correct and effective use of business English, grammar, punctuation and business math.. Standard formats of business orrespondence and repoft organization.. Office sofuruare applications: word processing, page layout, PDF mnversion/editing, spreadsheets, database progmms, including Microsoft Word, Excel, PowerPoint, Publisher and Outlook. Adobe Acrobat Professional.. General practices in care and operation of office equipment.. Records management principles and practices, both hard copy and electronic in compliance with records retention schedules for local government.r Plans, maps, drawings, repots and documents ommon to land use permit applications. JOB DESCRIPIOil : PlIl{ NING PERM IT CTERK - for Permit Cenbr L2-2L-16 PAGE 3 OF 5 Skills and Abilities:. Appear for scheduled work with regular, reliable and punctual attendance,. Maintain a professional personal appearance.. Demonstrate and maintain honest and ethical behavior.. Maintain a professional demeanor even under a heavy workload or in stressful situations.o Provide quality customer seruice using interpersonal skills such as tac!, patience and courtesy.. Maintain the oonfidence, confidentiality and situational awareness as necessary for support of the supervisor and operation of the Permit Center.. Establish and maintain professional, effective, and mufteous working relationships with other employees.o Effectively work under conditions of frequent interruptions, high traffic and/or noise volume, shared space, and multiple tasK.. Plan, organize and prioritize workload to complete task within prescribed timeframes.. Proficiency in writing and formatting documents, including grammar, spelling and proofreading.. Use appropriate grammar, punctuation, spelling, acuracy, editorial sense and good business communication principles in all written documents and electronic correspondene.. Understand and execute tasks from complex oral and written instructions.. Adhere to the Permit Center's offie routines, productivity standards, and its policies and procedures.. Work independently on routine responsibilities without repeated direction, and troubleshoot problems in assigned areas of responsibility using instructional and proceduml resources.. Keep workpace, files, resources and timelines well organized within areas of responsibility.. Pedorm tasks with a high degree of accuracy and attention to detail.. Operate standard office equipment and machines such as personal computer/word processor, calculator, copier, printer, scrnner, fax machine, and multi-line telephone system.. Type/keyboard accurately at least 40 w.p.m.. Accurately account for permit fees and receipts. Workino Cond Work is peformed in an office environment. Repeated interruption of the work routine is typical. The work area can be noisy, Substantial telephone and in-person ontact with the public, builders, engineers, contractors, developers, govemmental agencies and departments require that the individual have the ability to communicate effectively. This position requires o<tensive reading and involves repetitive motion tasks. The employee will be required to answer telephones. Requires the ability to operate a personal omputer/terminal and other office equipment. Contacts and Relationships The Planning Permit Clerk has octensive ontact with the public as the primary contact for land use permit application intake, and distribution of project notices and determinations. The position also requires contact with Depatment staff and members of other departments in the execution of job duties. Additional contact with the publig contractors, other departments and agencies in support of the Permit Center is directed by the superuisor. Physical Requirements The incumbent must have the physical ability to pedorm all essentialjob functions. C.ontinuous repetitive arm/hand movement and crouching, stretching and kneeling abilities are required for the PI-ANI{ING PERMIT CLERK -Permit Center performance of this job. Exetion of force of 20 pounds occasionally and/or 10 pounds frequently to liflcarry/move objects, files or materials. Must have hand-eye coordination sufficient to operate office equipment. Must have the ability to produce legible handwritten documents. Must be able to discern voice convercation. Recruiting Requi rcments . High Schooldiploma,. Three yearc prior office experience.. At least two years working for a municipal or other government agency is desirable,. At least one year professional experience in a comparable position is preferred,o Prior office experience, including use of office equipment and machines is required.o Must possess excellent communication skills both orally and in writing.. Must have excellent ability in using proper grammar, formatting documents and spreadsheets, and writing conespondence using business English.. Microsoft Office Specialist certification in Word and Excel is desirable.. Knowledge and experiene utilizing omputer softrruare including MS Office (Word, Publisher, Power Point, Outlook and Excel) and Adobe Acrobat is required.. Prior experience with SMARTGov or other permitting database program is desirable.. Working knowledge of record retention schedules as applied to land use files desirable.. Familiarity with City of Poft Orchard land use regulatory code, and experiene in land use permitting is desirable.. Familiarity with Planning Association of Washington's "Short 6urse on Planning is desimble.. All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and AlcoholTesting Policy. Experience and Training Any combination of experience and training that provides the desired skills, knowledge and abilities. This job description reflecb general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned; including working in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload and must be able to proficiently pedorm all assigned duties. Rquiremen9 outlind in this job description may fu subject to modification to reasonably acommdate individuals with dinbilities who are otherwise qualifid for employment in this position. However, some requiremenB may exclude indiuiduals who pose a direct threat or significant risk to the health and afety of themselves or other employees. This job description does not onstitute an employment agrement betwen the Employer and employe and is suQlect to change as the nds of the Employerand requircmenB of the job change, JOB DESCRIPTION : PI.ANilIilG PERMIT CLERK - for Permit Center L2-21-L6 PAGE 5 OF 5 CrY Or PORT OnCHARD JOg DTSCnIPTION Job-l-itle: Public Works Permit Clerk FLSA: Non-Exempt CivilService: Excluded Depaftment: Reports To: Community Development Permit C.enter Manager This may be a full-time or paft-time position. The regular working hours for the position and employee shall be set by the Permit Center Manager. Attendance at evening meetings or other off- duty events is not a regular part of the duties of this position and is not anticipated; however the individual may from time to time be required to return to duty after normal work hours. Major Function and Purpose The Public Works Permit Clerk primarily performs skilled clerical duties and also provides basic administrative suppoft necessary to the efficient operations of the DCD'S Permit Center. The incumbent conveys any situations and information to the supervisor that are encountered during the ourse of work that are relevant to management of the Permit Center. The role's primary focus is on Public Works permit processing and the associated file management and record keeping. General Function The Public Works Permit Clerk position requires a working knowledge and understanding of @des, regulations and guidelines peftaining to permits reviewed and issued by the Public Work Depatment in order to provide the apprcpriate clerical and administrative suppoft to the Permit Center. The Public Works Permit Clek also requires basic knowledge of other permit types and functions within the Permit C.enter for purposes of reeiving @ncurrent applications, and providing service during absences by other clerical staff. The incumbent receives public works applications and determines ounter complete submittal; enterc application data and procss records in the Permit C-enter's permit tracking softrruare program; maintains well organized public works permit files using established procedures and records retention schedules; provides records in response to public records requests. The position provides receptionist support including answering multi-line phone system and responding to front counter visits; clerical support including filing, typing, mailing, opying, scanning, and data entry into computer; administrative assistance including drafting or proofing letterc, notices, informational brochures and documents, and spreadsheets; and other general assistance to the Permit Center. Superuision Responsi bi liUes This position has no superuision responsibilities. Essential Job Duties and Responsibilities This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Specific duties and responsibilities include, but are not limited to, duties and responsibilities represented in this job description in no way imply that these are the only duties to be pefformed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties as assigned by the superuisor, Work is reviewed periodically for accuracy, adequacy, and adherence to instructions and established procedures. Application Prccessing/Front Counter. Provides quality customer seruice at the front counter.. Receives public works permit applications and reviews for ounter mmpleteness; assists applicants by providing information on submittal requirements, fees and the permit proess.. Enters all public works application data and fees into the computer based permit tracking system.. Verifies contractor licensing and propefi ownerchip on permit applications.. Provides scanning, copying, and printing seruices for application processing and distribution.. Schedules Pre-onstruction meetings and other appointments as directed by the superuisor.. Schedulesinspections,. Packages approved public works permits for pick-up, and dispenses permits at the front counter.. Provides back-up assistance for receptionist and front desk response; in that capacity answers phone, greets public, provides routine information, takes messages, transfer calls and refers visitors to appropriate perconnel. Provides broader coverage during the Building Permit Clerk's absences. Clerical Suppoft. Provides clericalsupport, including filing, record keeping, typing, copying, scanning, printing, mailing and maintaining hard copy and electronic files,. Operates office equipment such as copier, personal computer, digital imaging scanners, printerc, multi-line telephone, typewriter, fax machine and calculator.. Inputs data to electronic spreadsheets and other omputer programs. Utilizes electronic data sources for mail merge, repofts, and other applications. Creates and maintains spreadsheets.. Maintains established rosters and data inventories.r Monitors and maintains the supply of public works application forms, Permit C.enter brochures, and other materials for public information.o Maintains front ounter area, lobby area, copy center, conference room and other shared areas as clean and functioning spaces.r Monitors office supplies inventory.. Mails letters relating to expired applications, permit extensions, expired permits, and other public works permit related correspondence or documentation. Administrative Suppoft. Gathers material and researches information to assist the Permit Center in accomplishing work.. Proofreads draft correspondence, reporG or other documents produced by other employees for spelling, grammar and format.. Utilizes word processing, spreadsheet, presentation, and page layout software to draft documentq workbooks, informational brochures and flyers.r Assisb with meeting preparation.. Entert organizes and track data related to cross-connection and grease traps programs; Uses JOB DESCRIPIOil: PUBIJC WORKS PERMIT CLERK - for Permit Cenbr 12-21-16 PAGE 2 OF 5 mail merge for sending letters and notifications; Tracks, scans and files responses; Meets and documents process milestones; Compiles quality formatted program status repofts from the spreadsheet data. Recolds Management. Files mrrespondence, permits, and various other materials. Keeps both physical and electronic Public Work permit filing systems well organized. Retrieves and mpies documents from public works permit files for staff and for public disclosure requesb.. Creates new files and associated tracking records as required.. Keeps records on public records requests for public works permits utilizing the city's Public Records Center system.. Organizes and maintains hard copy and electronic document files for public work permits throughout their life cycle utilizing records retention schedules to manage active and inactive records, Knowledge, Skills and Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to pefform each duty proficiently. Knowledge of:o General office practices and procedures applicable to municipal government offie functions.. The regulatory role and responsibility of the Public Works Department as it relates to permitting.r Current codes and permitting requirements applicable to public work permit applications.o Correct and effective use of business English, grammar, punctuation and business math.o Standard formats of business orrespondence and report organization.. Office software applications: word processing, page layout, PDF conversion/editing, spreadsheets, database programs, including Microsoft Word, Ercel, Publisher and Outlook; and Adobe Acrobat Professional. Strong knowledge and experience with Excel in maintaining and organizing data, using formulas, using mail merge, and generating reporG.. General practices in care and operation of equipment used.. Records management principles and practices, both hard copy and electronic in compliance with records retention schedules for local government.. PlanS, specifications, maps, drawings, reporG and construction documents ommon to public work permit applications. Skills and Abilities:. Appear for scheduled work with regular, reliable and punctual attendance.r Maintain a professional personal appearance.r Demonstrate and maintain honest and ethical behavior,. Maintain a professional demeanor even under a heavy workload or stressful situations.. Provide quality customer seruice using intepersonal skills such as tact patience and courtesy.. Maintain the confidence, confidentiality and situational awareness that are necessary for support of the superuisor and operation of the Permit Center.. Establish and maintain professional, effective, and oufteous working relationships with other employees.. Effectively work under conditions of frequent interruptions, high traffic and/or noise volume, shared space, and multiple tasks.. Plan, organize and prioritize workload to complete tasks within prescribed timeframes.o Demonstrate proficiency in writing and formatting documents, including grammar, spelling and proofreading.. Use appropriate grammar, punctuation, spelling, accuracy, editorial sense and good business communic.rtion principles in all written documents and electronic correspondence,. Understand and execute tasks from complo< oral and written instructions.. Adhere to the Permit Center's office routines, productivity standards, and its policies and procedures.. Work independently on routine responsibilities without repeated direction, and troubleshoot problems in assigned area of responsibility using instructional and procedural resources.. Keep workspace, files, resources and timelines well organized within areas of responsibility.. Peform tasks with a high degree of accuracy and attention to detail.. Operate standard office equipment and machines such as personal computer/word processor, calculator, copier, printer, scanner, fax machine, and multi-line telephone system.. Type/keyboard accurately at least 40 w,p.m.. Accurately account for permit fees and receipts. Working Conditions Work is performed in an office environment, There are no extraordinary physical demands on the employee in this position. Repeated interruption of the work routine is typical. The work area can be noisy. Substantial telephone and in-person contact with the public, builders, engineers, mntractors, developers, governmental agencies and depaftmenb require that the individual have the ability to communicate effectively. This position requires o<tensive reading and involves repetitive motion tasks. The employee will be required to answer telephones. Requires the ability to operate a personal computer/terminal and other office equipment. Contacts and Relationshios The Public Works Permit Clerk has o<tensive ontact with the public as the primary ontact for public work permit application intake, and distribution of ready-to-issue permits. The position also requires contact with Depaftment staff and members of other depaftments in the execution of job duties, Additional contact with the publig contractors, other depaftments and agencies in support of the Permit Center is directed by the superuisor. Physical Requirements The incumbent must have the physical ability to peform all essentialjob functions. Continuous repetitive arm/hand movement and crouching, stretching and kneeling abilities are required for the peformance of this job. Exeftion of force of 20 pounds occasionally and/or 10 pounds frequently to liflcarry/move objects, files or materials, Must have hand-eye mordination sufficient to operate office equipment. Must have the ability to produce legible handwritten documents. Must be able to discern voice convercation. Recruiting Requircments . High schooldiploma.. Three yearc prior office experience.. At least two years working for a municipal or other govemment agency is desirable.. At least one year professional experience in a comparable position is prefened.. Prior office experience, including use of office equipment and machines is required.. Must possess excellent communication skills both orally and in writing.. Must have excellent ability in using proper grammar, formatting documents, and writing correspondence using business English.. Microsoft Office Specialist ceftification in Word and Excel is desirable.. Must have background and excellent ability in oompiling and generating Excel spreadsheets, using formulas, creating reports, mail merging documents, and ensuring accumte data availability for managers. JOB DESCRIPTION: PUBLIC WORKS PERMIT CTERK - for Permit Center 12-21-16 PAGE 4 OF 5 . Knowledge and experience utilizing oomputer softurare including MS Office (Word, Publisher, Power Point Outlook and Excel) and Adobe Acrobat is required.o Prior experience with SMARTGov or other permitting database program is desirable,. Working knowledge of record retention schedules as applied to public works files desirable.. Familiarity with City of Port Orchard Development Guidelines is desirable.. All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and AlcoholTesting Policy. Experience and Training Any combination of experience and training that provides the desired skills, knowledge and abilities, This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements, Individuals may perform other duties as assigned; including working in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload. Requirements outlind in thisl'ob dercription may be subjrct to modifiation to reasonably ammmdate individuals with dinbilities who are otherwise qualifid foremployment in this position. However, some rquiremenB may exdude individuals who pose a direct threat or significant risk to the health and afety of themselves or other employes. Thrs job desciption does not mnstitute an employment agrement betwren the Employer and employe and is subject to change as the neds of the Employer and rquirements of the job clnnge. JOB DESCRIPTION: PUBLIC WORKS PERMIT CLERK - for Permit CenEr l2-2L-16 PAGE 5 OF 5 CTry Or PORT OnCHARD Jog DTSCruPTION Job Tltle: Permit Center Manager (Office Manager per 20L7 Salary Survey) FLSA: Non-Exempt Civil Seruice: Excluded Depaftment: Community Development RepolG To: Development Director This is a full time position. Attendance at evening meetings or other off-duty events is not a regular paft of the duties of this position and is not anticipated, but could be required. Maior Function and Puroose The Permit Center provides information and seruices related to intake, routing, reviewing, tracking, repofting and issuing Building, Fire Code, Land Use and Public Work Permits. The Permit Center Manager plans, organizes, directs and manages the operations and activities within the Permit Center, General Function Plan, organize, and manage the operations and activities of the Permit Center. The incumbent ensures that the development review processes and procedural standards and goals are met. In addition, the incumbent ensures that permit approval reviews and issuance, under the control of the Permit Center, occur within existing city policies, procedures, ordinances, and applicable state and federal laws. Work is characterized by a substantial amount of management, administrative, and superuisory duties in the organization, direction, evaluation, and operation of the Permit Center. The incumbent is responsible for carrying out superuisory responsibilities in accordance with the City's policies and applicable laws which includes interviewing, hiring and training employees; The incumbent is also responsible for intra- and inter-departmental coordination for the development review systems and processes; The position has direct responsibility for the quality and accuracy of seruices provided to developers, citizens, builders, and city staff, Work is peformed under the guidance and general direction of the Community Development Director. Work assignments are received in general terms and require considerable discretion and judgment in defining a plan of action and carrying tasks through to completion. The incumbent uses a wide variety of technical, analytical, organizational, project management time management, communication and interpersonal skills to make effective decisions and actions. Work is reviewed by the Director through periodic evaluations for fulfillment of program objectives and conformance with depaftmental policy, practice and/or objectives. JOB DESCRIPTION: OFFICE MANAGER - PERMIT CEI{TER 12-21-2016 PAGE 1 OF 4 Suneruision Resnonsibilities This position superuises and directs the Permit Center clerical and administrative staff, including Public Works Clerks working within the Center. This also includes interns, temporary hires and volunteers within the Depaftment of Community Development. fon Outies ana nes ies_ o Plao, organize, and coordinate the daily activities for the Permit Center, including customer service, routing of permit applications to appropriate points of activity, and interdepaftmental coordination as necessary to ensure a timely, efficient, and accurate review and issuance of permits and approvals.o Manage the operation of the reception, self-help, filing functions and requests for public disclosure of documents related to permits under the control of the Permit Center.. Pafticipate in the hiring process; sit in on interview board for hiring new personnel; select, superuise, counsel, train, and evaluate assigned staff; review work; provide work direction and guidance to assigned staff; establish work performance standards; conduct peformance evaluations; initiate and implement disciplinary actions as appropriate; approve/schedule sick leave and vacation time; plan, assign, schedule and direct work; conduct meetings with staff.. Develop and maintain repofts on permit data which track permit statistics and performance.. Plan and evaluate the activities of the Permit Centerand its permitting process. Be proactive in recommending changes in processes that increase efficiency or aid customer seruice and satisfaction. Promote continuous improvement of the Permit Center operations.. Develop, adjust, and maintain policies, procedures, and standards relative to the Permit Center in accordance with required laws, regulations, and policies.. Audit staff activities for application review and permit issuance, and recommend appropriate changes. Ensure the flow of work within the Permit Center is completed in accordance with established procedures. Monitor coordination between various plan review and permit processing functions to ensure time lines are maintained consistent with depaftment standards.. Manage the operation of the permit management database system. Serve as the system administrator.. Establish and maintain an effective self-help area to allow the public to obtain general permit information.. Responsible for physical aspects of the Permit Center, e.g. ensure all forms are kept current and in stoc( prescribed resource materials are available and up-to-date, and damaged or non- functioning computers, printers, other office equipment and physical assets are reported for seruice or repair,. Make recommendations to the Community Development Director on short and long-range planning of the Permit Center's budget and staff projections.. Assist in the development and implementation of seruices, technology, materials and facilities to meet Permit Center needs and goals.. Assist in the development of new or revised codes or ordinances relating to Permit Center activities,. Act as DCD Records Manager for public records requests and records retention in accordance with State requirements and depaftment policies.. Pedorm related duties as assigned. JOB DESCRIPTIOil: OFFICE MANAGER - PERMIT CEI{TER 12-21-2016 PAGE 2 OF 4 fnowleaoe. Skillmies_ KNOWLEDGE OF:r Municipal development standards, relevant codes, ordinances, and regulations.. Development review process and procedures.. Applicable state and local laws, codes, regulations, policies, and procedures.. City and department organization, operations, policies, procedures, and objectives.. Principles and practices of supervision, organization, training, and performance evaluation.o Principles and practices of effective budget preparation and administration.o Automated permit management/tracking systems.r Correct English usage, grammar, spelling, punctuation, and vocabulary. SKILLED IN:. Effective use of interpersonal skills in a tactful, patient, and murteous manner.. Mediating conflicts, eliciting cooperation of others, building consensus, and offering persuasive arguments in suppoft of the city's development requirements and expectations.. Establishing and maintaining working relationships with subordinates, other employees, public and private officials, builders, developers, and the general public,o Developing a coordinated approach to complex administrative processes.o Use of automated permit tracking systems.o Conducting efficient and effective meetings.. Applying principles and practices of administration, superuision, and training including hiring, training, directing, evaluating, awarding and disciplining staff. ABILITY TO:. Plan, direct, and coordinate a seruice-oriented Permit Center.. Interpret, apply, and explain City policies, procedures, laws, and regulations.. Absorb, interpret, and evaluate complex materials and processes.. Make recommendations on complex personnel and pedormance issues, policy interpretations, and resource allocation issues.. Analyze situations accurately, adopt an effective course of action, and provide leadership to others in carrying out action plans.r Establish and maintain effective working relationships with elected officials, employees, supervisors, depaftment heads, other agency officials, and the general public.. Develop policies and procedures for the effective management of assigned functions.. Work independently with minimal superuision and make decisions with broad guidelines.o Demonstrate positive and effective interaction and communication with individuals of diverse occu pationa I a nd socia l-econom ic backg rou nds.. Work effectively on several projects oncurrently.o Respond to common inquiries or complaints from personnel, regulatory agencies, or the public. Workino Conditions Work is peformed in an office environment; may be exposed to individuals who are irate or hostile. Repeated interruption of the work routine is typical. This position requires e*ensive reading and involves repetitive motion tasks. The employee will be required to answer telephones. The work area can be noisy. Contacts and Relationshios The Permit C.enter Manager has extensive contact with staff, the public and members of other depaftments and agencies. JOB DESCRIPTIOil: OFFICE MAI{AGER - PERMIT CEI{TER 12-21-2016 PAGE 3 OF 4 Phvsieal Reauirements Continuous repetitive arm/hand movement is essential to performance of this job. The incumbent in this position must be able to discern voice conversation. The incumbent is regularly required to sit, talk, and hear; frequently required to stand, wal( and reach with hands and arms; and occasionally required to lift and/or move up to 35 pounds. The employee must have hand-eye coordination sufficient to operate computers and other office equipment. Must have the ability to produce handwritten documents. R.ecruitino Reouirements . Ceftification as a Permit Specialist by International Code Council; and four (4) years of increasingly responsible public sector work including at least two (2) years of supervisory/lead experience in an automated development permitting environment.o Associates or Bachelor's degree in Public or Business Administration, Office Management or a closely related field may be substituted for Permit Specialist ceftification if additional qualifications within a permit setting can be demonstrated.. Or: In place of the above requirements the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to peform the essential duties listed above.. Knowledge of International Building Code, Land Use and Site Development regulations preferred.. Experience working in a Community Development permitting office is preferred.. Municipal or other government employment experience is preferred.o Two or more years of superuisory experience is preferred.. All City employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and AlcoholTesting Policy. In compliance with the law, requiremenB outlined in this 1'ob description may be sublEct to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or signiftant risk to the health and safety of themselves or other employees or who are unable to pefform the essential fundions of this job with or without a reasonable accommodation. The Oty will mmply with all applicable law in making this determination. This job description does not constitute an employment agreement between the Employer and employee and is subject to change at any time as the needs of the Employer and requhemenB of the job change. tOB DESCRIPTIOI{: OFFICE MAI{AGER - PERMIT CENTER 12-21-2016 PAGE 4 OF 4 DRAEIAII2I2OTL CITY OF PORT ORCHARD 2016 SALARY RANGE AND STEP WORKSHEET . - 2.5OA STEPS OF'F'ICE MANAGER. NEW Sussested Steps Computed Starting with the Survev Averaee. i.e. 5th Year. and Dividins It bv 1.025 for Each of the 6 Steps Existins Salam Structure ( Stens/ Rsnees Vam) Suesested Structure - 2.5% from Ton Steo Percent Step Rang€ 20.7%2t% Progression After - Suggested First 6 lAfter 6 1Yr 2 yts 3 Yrs 4 Yrs 5 Yrs ,,*] ,,*l ,,,1 ,,,1 ,o,o] ,,,u ,uoo Percent Step Range 2.So/n 160/o Progression After - ExistingDEPT/ FTJNCTION First 6 After 6 1Yr 2 yrs 3 Yrs 4 Yrs 5 Yrs MANAGER- 27.08 28.94 31.7528.01 29 30.80 City of Port Orchard Salary Study Worksheet - - Page I DRtrI:AII2I2PIT CITY OF' PORT ORCHARD 2016 SALARY RANGE AND STEP WORKSHEET - .2.5Oh STEPS PERMIT CLERK. NEW Sugsested Steos Computed Startins with the Survey Averaee" i.e. 5th Year. and Dividins It by 1.025 for Each of the 6 Stens Existins Salarv Structure ( Stens/ Ranses Vam) Sueeested Structare - 2.5% from Ton Step DEPT/ FUNCTION Progression After - Existing First 6 After 6 1Yr 2 yrs 3 Yrs 4 Yrs 5 Yrs Communitv Development PERMTCLERK-NEWIIIIII Progression After - Suggested First 6 ]After 6 1Yr 2 yrs 3 Yrs 4 Yrs 5 Yrs ,*] ,,-,1 ntslzz,, ,,*1,,*1,0,, Percent Step Range Percent Step Range 2.5%16Yo City of Port Orchard Salary Study Worksheet - - Page I CLASSIFICATION COMPARISONS - PRELIMINARY DATA Narrative: Survev Highlights Focus on Office Manaser in DCD and PW DEPT/ FUNCTION POSITION COMPARISONS GUIDELINES ESSENTIAL FUNCTIONS QUALIFICATION EQVS Communitv Develonment and Public Works OFC MGR . Functions as DCD PC mgr and PW ofc mgr . Duties: Gatekeeper, manage ctr, supervise staff. Pds: Transition to joint PW DCD prmt ctr Equiv to AA with 3-5 yrs progresvly resp ofc mgt and admn assist expr. Prefer muni govt plng, PW, bldg expr City of Port Orchmd Salary Study Worksheet - - Page I SALARY SURVEY 2016 COMPARISONS. PRELIMINARY DATA DEPT/ FUNCTION POULSBO BNBRG IS BRMRTN GIG HRBR KITSAP SURVEY PORTORCH Job Top Job Top Job Top Job Top Job Top Jobs Avg Job Avg Ym7o OFC MGR PW Ad spr 42.46 Sr Sp/ EA 33.80 EA PWA ACD 31.28 Prm Srvs Sprv 36.63 4 36.04 Prm Ctr Mgr 32.69 -llYr City of Port Orchard Salary Study Worksheet - - PageZ 4112t2017 CLASSIFICATION COMPARISONS . PRELIMINARY DATA Narrative: Classifications Focus on DCD and Permittins Positions Table Shows Titles on Left with Comoarisons on Right Based on Interviews and Descriotions Positions Continue Citv Practice of Grounins Jobs into Broad Multispecialty Classifications Permit Clark (New) includes Plng Clrk & Hrg Exm Adm Ast. Front Deslc and Other Positions DEPT/ FTINCTION POSITION COMPARISONS GUIDELINES Ft]NCTIONS QUALIFICATION EQVS Communitv Development PERMITCLERK NEW . Functions as expr permit clerk and admin assist . Duties: Take apps, schedule, track, front counter . Prjs: Adm asst, grants, complaints, archives Equiv to HS/GED and2-3 yrs offrce and cust serv expr; desirable to have prior muni expr with permitting software City of Port Orchard Salary Study Worksheet - - Page I 4t12t2017 SALARY SURVEY 2016 COMPARISONS . PRELIMINARY DATA Narrative: Survev Comparison Undates Based on 2016 Survev Data with Same Asencies for All Positions Comnarisons Consider Scale of Onerations and Comnlexitv of Processes - Treat All Positions the Same Permit Clerk Is a New Position - Comnarisons Reflect Preliminary Job Matches DEPT / FUNCTION POULSBO BNBRG IS BRMRTN GIG HRBR KITSAP SURVEY PORT ORCHARD Job Top Job Top Job Top Job Top Job Top Jobs Avg Job Avg Ym%o PERMIT CLERK Ofc CIKII 24.82 Ad Spc l 29.00 Ofc Ast II 21.76 PB clk 25.44 Ofc Ast 2 20.33 5 24.2'.1 New NA NA City of Port Orchard Salary Study Worksheet - - Page2 Exhibit B DEPARTMENT OF COMMUNITY DEVETOPMENT 20L7 PERMIT CENTER STAFF OFFICE MANAGER- PERMIT CENTER BTJILDING INSPECTOR LONG RANGE ASSOCIATE PLANNER PERMITCLERK - BUILDING ASSOCIATE PLANNER CCIDE ENFORCEMENT OFFICER PERMITCLERK. PUBLICWORKS PERMIT CLERK - PTANNING ASSOCIATE PLANNER