Permit Services Coordinator
Town & County of Nantucket
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Job summary
The Town of Nantucket is seeking a Permit Services Coordinator to manage the construction plan submittal, review, approval and permit issuance process for projects affecting Town property and rights-of-way. You will coordinate with multiple departments and ensure efficient service delivery to customers.
Ideal candidates will have a high school diploma, five years of municipal construction supervision experience, and a Massachusetts Class D license, with strong communication and organizational
Qualifications
- High school diploma or equivalent required.
- Five years of municipal construction supervision experience preferred.
- Massachusetts Class D driver's license required.
Responsibilities
- Plan, organize and supervise construction plan submittal, review and permit issuance.
- Provide case management of construction, excavation and stormwater requests.
- Coordinate service delivery; ensure timely processing of plans and permits.
- Monitor approvals with internal departments and outside agencies.
- Develop SOPs to promote efficiency and customer service.
Skills
Education
Tools
Job description
The Department of Public Works has an immediate opening for the position of Permit Services Coordinator. Under general direction, plans, organizes and supervises the construction plan submittal, approval and permit issuance process for projects that impact or potentially impact Town property, including but not limited to street/sidewalk/bicycle paths; provides case management of construction, excavation and storm water requests; supervises and coordinates the provision of efficient and effective service delivery to customers; and performs related duties as assigned.
High school diploma or equivalent required. Experience in construction supervision preferred with five (5) years of experience in a municipal setting or in horizontal/vertical construction, roads, and/or utilities. Contractor’s license certification desirable. Massachusetts Class D motor vehicle operator’s license is required.
The Town of Nantucket offers a retirement pension through Barnstable County Retirement, 90% employer-sponsored health insurance plan options, and a diverse selection of supplemental insurance policies.
Under general direction, plans, organizes, coordinates and administers the construction plan submittal, review, approval and permit issuance process for projects that impact or potentially impact Town property, rights-of-way, streets, sidewalks, bicycle paths, drainage infrastructure and public utilities. Supports the Town's encroachment management program, including review, monitoring and enforcement of activities occurring within public rights-of-way and Town-owned property. Provides case management of construction, excavation and stormwater requests; coordinates efficient and effective customer service delivery; and performs related duties as assigned.
SUPERVISION REQUIRED: Works under the direction of the DPW Director and his/her designee. Performs a variety of duties requiring the exercise of independent and objective judgment. Works frequently on own initiative to handle areas of responsibility and assigned tasks in a professional manner.
SUPERVISORY RESPONSIBILITY: The employee is not responsible for the regular supervision of other town employees.
CONFIDENTIALITY: The employee has regular access to confidential information of the department, in accordance with the State Public Records law.
ACCOUNTABILITY: The nature of work or the operation of large, complex, or potentially dangerous equipment increases the probability that errors could be serious. Consequences of errors, missed deadlines or poor judgment may include significant monetary losses, waste of material, and damage to buildings, equipment or personal injuries.
JUDGEMENT: Well defined or detailed rules, instructions and procedures cover all aspects of work. Judgment involves choosing the appropriate practices, procedures, regulations or guidelines to apply in each case.
COMPLEXITY: The work involves coordinating and administering a variety of technical, administrative, and customer service functions related to permit review, construction activities, right-of-way use, encroachments, and public infrastructure projects. Work requires attention to detail, and the ability to interpret and apply federal, state, and local regulations, policies, and procedures. The employee is expected to identify process improvements and develop, implement, and maintain Standard Operating Procedures (SOPs) to promote efficiency, consistency, and customer service.
WORK ENVIRONMENT: Work is frequently performed outdoors with exposure to variable weather conditions and hazards. The employee has regular contact with vendors, suppliers, contractors, utilities and other specialized repair personnel. Errors could result in significant and costly monetary loss, damage to vehicles or equipment, personal injury, injury to employees, and create hazards to public safety.
NATURE AND PURPOSE OF PUBLIC CONTACT: Relationships are primarily with co-workers incidental to the purpose of the work involving giving and receiving factual information about the work. Ordinary courtesy and tact are required. Contact with the public will be required on a regular basis.
OCCUPATIONAL RISK: Essential functions can present potential risk of personal injury to the employee from improper exposure to working conditions that could result in loss of time from work. Examples of injury could include bumps, scrapes and bruises related to mishaps with heavy materials, and department equipment. Special safety precautions, training, and Personal Protective Equipment (PPE) is required when the situation or environment requires it.
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
- Manage and oversee the Public Works Department permit application approval process, including but not limited to the issuance of excavation, driveway, sidewalk and street blocking, over-the-road and storm water permits, plan submittals, plan processing, and fee assessment and payment processing. Coordination with other departments as necessary.
- Administer and coordinate the provision of efficient and effective service delivery to customers; handle difficult and complex customer service situations; identify and recommend opportunities for improving service delivery methods and procedures.
- Ensure timely processing of plans, permits and applications; manage and coordinate the routing and tracking of plans to various departments and outside agencies for required reviews and clearances; perform follow up phone calls and site inspections to ensure timeliness of response from other departments and agencies.
- Provide case management of construction, excavation, road or sidewalk use/alteration and storm water requests; confer with project owners and design professionals regarding state and local code requirements and obtaining multi agency application approvals for Town properties/interests.
- Monitor and ensure completion of the clearance process; coordinate plan approvals with internal departments and outside agencies including Public Works, Waste Water, Wannacomet Water, Police, Fire, Health, Natural Resources, Town Administration, Planning and Land Use Services, National Grid, Comcast, Verizon etc.
- Review and coordinate approval of projects, permits, licenses and encroachments that may impact Town streets, sidewalks, bicycle paths, road layouts, drainage systems, utilities, easements and other public infrastructure.
- Monitor and maintain computer applications and tracking systems for all projects involving Town property; assist with improvement and upkeep of information systems, databases, scanning and imaging systems, as needed.
- Develop, update and maintain information provided to the public about projects that will impact traffic flow and/or public access at the office and online, including social media as coordinated with the Town’s public outreach coordinator.
- Attend and participate in professional group meetings; stay abreast of new trends, innovations and laws affecting the construction plan submittal and approval process.
- Performs related duties as may be required or assigned.
High school diploma or equivalent required. Experience in construction supervision preferred with five (5) years of experience in a municipal setting or in horizontal/vertical construction, roads, and/or utilities. Contractor’s license certification desirable.
Massachusetts Class D motor vehicle operator’s license is required.
Knowledge of federal, state and local laws related to public works infrastructure, construction and maintenance activities. Thorough knowledge of public works department operations including operating procedures. Knowledge of the geography of the Town including street layout and key landmarks. Standard office practices and procedures, including records management.
Ability to effectively inspect construction projects, including before-, during- and after- project completion. Ability to establish effective working relationships with employees, supervisors, contractors, architects, engineers, owners and the general public; to read and understand complicated construction plans; to communicate effectively verbally and in writing; and to tactfully address differences of opinion and resolve disputes. Effectively use Microsoft, GIS, and internet applications to research, produce reports, communicate via email or video conferences, and archive plans, data and other materials.
Excellent oral communication, organizational, attention to detail and customer service skills necessary. Must be able to exercise sound, fair, and objective judgment. Errors may result in legal repercussions, poor public relations, and confusion about Town policy.
The physical demands described here 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 position’s essential functions.
Must have sufficient manual dexterity and physical flexibility to bend and reach to complete basic office tasks. The work involves standing, sitting, and walking, and may include climbing ladders and maneuvering in spaces such as an attic or crawl space. Some lifting and carrying of objects weighing thirty (30) pounds or less may be required. Must be able to travel and manage relatively high levels of stress. Will have to conduct inspections in varying weather conditions.
Duties may involve assignments requiring application of hand and eye coordination with finger dexterity and motor coordination in order to use a range of hand tools or department equipment, work in confined spaces and/or in or around traffic areas, or climb a ladder in a safe manner.
Visual demands require the employee to read and interpret written instructions for general understanding.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.
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