Permit Specialist

City of Madison, Alabama; Madison (AL); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Madison, Alabama is seeking a skilled Permit Clerk to greet customers, log and process building and trade permit applications, and issue permits based on staff approval. You will handle over-the-counter permits and schedule inspections, coordinating with departments to ensure compliance.

Responsibilities include maintaining filing systems, generating daily cash reports, assisting customers with permit forms and brochures, and providing accurate information about codes and procedures.

Qualifications

• High School Diploma or GED required.
• At least three years of clerical, customer service, building industry, or similar experience.
• Proficiency with Microsoft Office and permitting software, including NWS.

Responsibilities

• Receive, log, process and issue building, trade, and other permits.
• Schedule inspections and coordinate with staff and customers.
• Maintain department files and archive records per guidelines.
• Answer customer questions and direct to appropriate division.
• Prepare and distribute required reports and permits forms.
• Balance cash receipts and maintain cash reports.

Skills

Customer service

Data entry

Microsoft Office

Cash handling

Communication

Education

High School Diploma or GED

Tools

New World Systems (NWS)

Word

Excel

Outlook

Job description

Responsible for greeting customers and to receive, log, distribute and process building, and trade permit applications and issue permits based upon approval by appropriate staff having jurisdiction. Issues "over the counter" permits based on knowledge of the administrative procedures of adopted building related codes. Responsible for receiving inspection requests and scheduling building and code enforcement related inspections by phone and in person. Determins types of permits needed. Responsible for maintaining files and archiving them properly in accordance with state guidelines.

• Receive, log, process and issue building, trade, and other permits either manually or using computer based permitting software to include New World Systems (NWS) with appropriate approval from authorities having jurisdiction.
• Issue Certificates of Occupancy and utility certificates or releases based upon evidence of approval by inspectors, authorities having jurisdiction and the Chief Building Official.
• Checks to ensure that contractors are properly licensed to perform the work for which the permit application is based.
• Accountable for funds received for permits issued and various other similar transactions.
• Balance cash receipts and produce daily cash reports.
• Receive, log and assign inspection requests.
• Track inspections and review paperwork to ensure that inspections are completed and documented, and inspection reports are correctly filed.
• Assist in maintaining the department filing system to include scanning and archiving files.
• Assist customers by answering building and permit related questions or directing customers to the appropriate or responsible division, department or agency having purview.
• Maintain construction data and departmental statistics.
• Compile, generate, produce and distribute required and/or periodic reports directed by the Permit Specialist Supervisor or Building Director.
• Assist in maintaining and making available to customers, building permit applications permitted forms, handouts and other informational brochures.
• Assigned other administrative duties or special projects as required by the Permit Specialist Supervisor or Building Director.
• Remain current with department rules, policies and operating procedures as updated and provided by the Permit Specialist Supervisor.
• Provide back-up support/coverage to other positions and departments as required by the Building Director.
• Type, file, copy, fax and perform other administrative support functions.
• Using multi-line telephone, retrieve, log and deliver messages to appropriate staff.
• Communicate with department personnel working in the field through multi-line telephone or mobile phone as needed.
• Receive and respond to email messages from customers, staff, other departments and agencies.
• Assist in maintaining a neat and clean appearance of the customer service areas.
• Communicate and work closely with other city employees and departments.
• Performs other related duties as required.

Job Conditions

• Normal office working conditions.
• Job may require occasional overtime and work on weekends.
• Requires work without breaks when required to maintain coverage and serve customers in the absence of other staff members.
• Frequent interruptions.
• Fast paced and stressful work environment with little or no "down time."
• Strong background required, due to accessibility to city records and interaction with public.

Physical Capabilities

• This position’s physical requirements involve sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Ability to communicate well in the written word and verbally and orally with the public.
• Ability to work on computers and mobility to assist customers at the window.

• High School Diploma (or GED) required.
• At least three years of clerical, customer service, building industry, or similar experience.
• Must possess the required educational level or its equivalent to perform and comprehend the required knowledge, skills and abilities.

• Proficient in the use of Microsoft based computers and associated permitting software to include Word, Excel, Outlook, Internet Explorer, New World Systems (NWS), etc.
• Ability to use e-mail, calendar, contacts and address books, and the Internet.
• Skill in dealing with people under stressful conditions, especially when working with customers to resolve disputes or complaints.
• Skill in typing, filing, photocopying, scanning, and faxing operating credit/debit card machines, shredder, etc.
• Skill in answering and operating a multi-line telephone system to include taking accurate and detailed messages.
• Ability to remain calm and organized under stress and in time sensitive situations.
• Skill in documenting receipts for cash and balancing receipts.
• Ability to take instruction and direction.