Permit Administrator

City of Santa Fe Springs; Homestead (FL); On-site; USD 38,000 - 60,000; Full time

Job summary

City of Homestead is seeking a Permit Administrator to handle intake, processing, and tracking of permits for the Public Works Department. This role supports engineering, water and wastewater utilities, stormwater, and related operations, while providing excellent customer service to applicants and stakeholders.

Responsibilities include receiving permit applications, routing documents to divisions, coordinating inspections, maintaining records, and tracking activity from submission to closeout.

Qualifications

• High school diploma or equivalent; an associate degree is preferred.
• 1–2 years administrative, customer service, permit processing, or records management experience.
• Municipal government, construction, permitting, inspections, engineering, utilities, or planning experience preferred.
• ICC Permit Technician Certification or ability to obtain within one year of hire.
• Proficient in Microsoft Word and Excel; ability to review documents for completeness.
• Valid Florida driver’s license with clean driving record.
• Must pass a background screening.

Responsibilities

• Receives and reviews permit applications for completeness, accuracy, and required documentation.
• Routes permit applications, plans, and supporting documents to divisions, departments, inspectors, and reviewing agencies.
• Coordinates reviews for development, building permits, water/sewer approvals, and utility connections.
• Compiles and communicates review comments, requirements, permit status, and next steps to applicants.
• Tracks permits through review, approval, inspection, renewal, expiration, and closeout.
• Maintains accurate permit records, plans, logs, and electronic files.
• Provides customer service to applicants, contractors, utility companies, inspectors, and the public.
• Assists with payroll, contracts, purchasing, invoices, and budgets as needed.
• Performs other related duties as assigned.

Skills

Administrative experience

Customer service

Permit processing

Records management

Microsoft Word

Microsoft Excel

Adobe PDF

Education

Associate degree in Public Administration, Business Administration, Office Administration, Construction Management, Engineering Technology, Planning, Records Management, or related field

Tools

Microsoft Word

Microsoft Excel

Adobe PDF

Job description

General Function

The Permit Administrator performs administrative, customer service, and permit coordination duties for the Public Works Department, serving as the primary point of contact for permit intake, processing, and tracking. The position supports departmental functions related to engineering, water and wastewater utilities, stormwater, treatment facilities, meter services, and other Public Works operations.

The position receives permit applications, reviews submissions for administrative completeness, routes plans and documents for review, compiles comments, coordinates inspections, tracks permit activity, and maintains accurate records. Technical reviews, engineering determinations, inspections, and final approvals are completed by the appropriate authorized staff.

The position also supports daily departmental operations; including but not limited to, correspondence, reporting, records management, contracts, purchasing, and budget-related documentation.

Reports To

Assistant Director of Public Works

Director of Public Works

Supervisory Responsibilities

None

Essential Duties And Responsibilities

• Receives and reviews permit applications for completeness, accuracy, required documentation, and applicable submittal requirements.


• Routes permit applications, plans, and supporting documents to Public Works divisions, City departments, inspectors, and reviewing agencies.


• Coordinates Public Works reviews associated with development review, building permits, water and sewer approvals, utility connections, and right-of-way permits.


• Compiles and communicates review comments, application requirements, permit status, and next steps to applicants and appropriate parties.


• Tracks permits through review, approval, inspection, renewal, expiration, and final closeout.


• Coordinates inspections and follows up on outstanding documents, corrections, comments, and other pending items.


• Maintains accurate permit records, plans, logs, correspondence, databases, and electronic files.


• Calculates and collects applicable fees, deposits, bonds, and other permit-related charges in accordance with established procedures.


• Provides customer service to applicants, contractors, utility companies, inspectors, City staff, and the general public.


• Prepares correspondence, reports, notices, forms, spreadsheets, and other departmental documentation.


• Coordinates administrative functions related to payroll, timekeeping, contracts, purchasing, invoices, budgets, and departmental records.


• Conducts research and gathers information related to permits, projects, departmental operations, and public inquiries.


• Assists engineering, utilities, operations, and other Public Works staff as needed.


• Performs other job-related duties and tasks as assigned.

Type Of Appointment/Work Hours

• Full-time/Regular in-person position.


• Standard workweek, which is forty (40) hours of work per week consisting of five (5) days of eight (8) hours per day. The workday may be varied for the efficient delivery of public service.


• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.


• Will be required to work occasional overtime or shift assignments, if applicable.

Requirements

• Must possess a high school diploma or equivalent. An associate degree in Public Administration, Business Administration, Office Administration, Construction Management, Engineering Technology, Planning, Records Management, or a related field is preferred.


• Must possess one (1) to two (2) years of administrative, customer service, permit processing, records management, or related experience.


• Experience in municipal government, construction, permitting, inspections, engineering, utilities, Public Works, Building, or Planning and Zoning is preferred.


• Possess an ICC Permit Technician Certification or demonstrate the ability to obtain the certification within one (1) year of hire.


• Working knowledge of municipal permitting, inspection, construction, utility, or development review processes is preferred.


• Must be able to review documents for completeness, maintain accurate records, follow written and verbal instructions, and manage multiple assignments and deadlines.


• Must possess effective written, verbal, organizational, and customer service skills.


• Must be proficient in Microsoft Word, Excel, data entry, electronic records, and other applicable software. Experience working with Adobe PDF documents is preferred.


• Must possess a valid Florida driver’s license with a clean driving record.


• Must pass a background screening process.

The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

Core Competencies

• Judgment - Sound decisions based on fact; uses logic to solve problems.


• Quality of Work - Performs work thoroughly, accurately, and professionally.


• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.


• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.


• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.


• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.

Equal Opportunity Statement

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Veteran’s Preference Policy

In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans’ Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.