Permit Processing & Records Specialist

Virginia Department of Transportation; Chesterfield Court House (VA); On-site; USD 38,000 - 52,000; Full time

Job summary

The Virginia Department of Transportation is seeking an administrative support specialist to assist with permit applications, fee processing, and data management. You will coordinate workflow, maintain files, prepare reports, and track information related to the permitting process.

This role requires strong written and verbal communication, attention to detail, and the ability to work independently or in a team.

Qualifications

• Ability to accurately perform data entry.
• Ability to communicate effectively orally and in writing.
• Ability to compile, coordinate and prepare records and reports.
• Ability to interpret basic policies and procedures.
• Ability to prioritize, organize, and communicate information.
• Ability to research, gather and analyze data.
• Ability to work independently and under pressure.
• Knowledge of applicable policies and practices.
• Knowledge of office and program support activities.
• Knowledge of permitting automated management system functionality.
• MS Office and web-based systems proficiency.

Responsibilities

• Administrative Support: Provide administrative and technical support and document management.
• Communications: Communicate with VDOT staff and external contacts related to assigned program areas.
• Customer Service: Assist internal and external customers on a variety of topics related to assigned program area.
• Perform duties as assigned.
• Permit Processing and LUPS: Process permit applications with review for accuracy and completeness. Post incoming fees and sureties. Distribute expiration notices to permit holders. Renew expired permits and record monies in LUPS. Distribute requests for final inspections. Maintain spreadsheets for pending and issued permits and active or released sureties. Prepare permit completion notices and process release of sureties. Determine fee and surety amounts as appropriate. Assist Permit Manager with permit information and correspondence as needed.
• Records Retention and Reporting: Organize and maintain files and records in accordance with retention policies.
• Street Acceptance and RIMSDACHS: Enter Street data into RIMSDACHS program for street additions, discontinuances, and abandonments. Assign route numbers for new streets. Prepare and submit documents to County for approval and to Developer for required fees and surety. Process fees and sureties in LUPS. Prepare assemblies for submittal to Central Office. Distribute Central Office monthly acceptance reports to County, Developer, and Maintenance. Maintain spreadsheet for active and released sureties for street acceptance program. Update and maintain street acceptance databases. Follow up for one-year defect inspections. Process surety releases.

Skills

Data entry

Communication

Records management

Data analysis

MS Office

Independent work

Tools

LUPS

RIMSDACHS

Job description

The Virginia Department of Transportation is seeking an administrative support specialist to assist with permit applications, fee processing, and data management. You will coordinate workflow, maintain files, prepare reports, and track information related to the permitting process.

This role requires strong written and verbal communication, attention to detail, and the ability to work independently or in a team.