Permit Technician I/II

City of Paso Robles; Paso Robles (CA); On-site; USD 63,000 - 84,000; Full time

Job summary

The City of Paso Robles is seeking a Permit Technician I/II in the Community Development Department to support Planning, Building, and Engineering divisions. You will serve as a primary contact for contractors, developers, and the public, guiding them through permit applications and related processes.

This position emphasizes cross-training across Building and Planning services, accurate fee calculation, data tracking, and maintaining permit records while delivering excellent customer service in

Qualifications

• Requires ability to provide excellent customer service and clear information to the public.
• Familiarity with planning, building, and engineering permit processes and related codes.
• Proficient in basic arithmetic for fee calculations and data tracking.

Responsibilities

• Serves as primary contact for contractors, developers, engineers, architects, and the public regarding permitting processes.
• Reviews plans and permit applications for completeness and basic compliance.
• Maintains permit records, databases, and document management systems.

Skills

Customer service

Communication

Plan review preparation

Education

High school diploma or GED

ICC Permit Technician certification

Tools

City permit tracking systems

Job description

The City of Paso Robles is excited to offer an internal opportunity for a customer-focused, detail-oriented team member to join the Community Development Department as a Permit Technician I/II.

This position will play a key role in supporting our Engineering Division, while also offering the opportunity to build broad expertise through progressive cross-training in Building and Planning services. Permit Technicians are an important connection between customers and the City, helping make the development process more understandable, efficient, and welcoming.

If you enjoy working with people, coordinating detailed processes, and collaborating with others to keep projects moving forward, this is an excellent opportunity to grow your career with the City and contribute to projects that help shape the Paso Robles community.

Wage Range Permit Technician I: $30.05 - $36.06 per hour

Permit Technician II: $32.40 - $40.49 per hour

Permit technicians are assigned to the Planning, Building, or Engineering divisions of the Community Development Department. Incumbents are assigned primary responsibility for a specific program area and are progressively cross trained to support permitting functions across the department. Assignments may change based on operational needs, staffing priorities, and evolving service demands.

The following duties are typical of this classification. Incumbents may not perform all of the duties set forth below and/or may be required to perform additional related duties to address City needs and evolving business practices.

• Serves as the primary point of contact for contractors, developers, engineers, architects, and the public regarding planning, building, and engineering permit processes, requirements, fees, procedures, and applicable regulations; assists customers with completing applications for permits; explains reasons for routine denial of applications, identifies additional requirements, and explains the process for reapplying.
• Conducts preliminary reviews of submitted plans and permit applications to verify completeness and basic compliance with applicable zoning, building, engineering, and development requirements prior to formal review.
• Provides exemplary customer service to all individuals by demonstrating a willingness to be attentive, understanding, responsive, fair, courteous, respectful, and to actively participate in maintaining a positive customer service environment.
• Interprets and explains applicable City ordinances, policies, procedures, codes, regulations, and permit requirements as they relate to the processing of permit applications.
• Calculates permit valuations, fees, deposits, penalties, credits, refunds, and other charges in accordance with applicable codes, fee schedules, and departmental policies; collects, balances, and processes payments and maintains accurate financial records.
• Coordinates the routing, review, approval, issuance, revision, extension, and closeout of permits and development applications among City departments, outside agencies, consultants, and utility providers; monitors application status and follows up to facilitate timely processing.
• Maintains accurate permit records, files, databases, maps, and electronic document management systems; researches, compiles, and retrieves permit histories, development records, easements, subdivision maps, recorded documents, and other technical information.
• Assists in maintaining and updating permit tracking systems, websites, forms, and other information resources; analyzes, develops, recommends, tests, and implements approved permit system changes to increase the efficiency and effectiveness of processes.
• Assists with coordinating the permitting process with department managers, inspectors, planners, engineers, fire inspectors, and other City staff.
• Collects and compiles data and prepares reports, including related statistical information, fees collected, and credits used.
• Conducts a preliminary basic plan review to ensure compliance with building and zoning code regulations.
• Researches, collects, compiles, records, and summarizes technical data; assists with documentation for projects and presentations; maintains statistical, photographic, and historical records.
• Provides and interprets information from maps, easements, and recorded information.
• Researches, analyzes, and resolves routine and non-routine customer inquiries, permitting issues, application discrepancies, and process-related concerns; refers matters requiring professional or management review when appropriate.
• Performs general administrative and technical duties in support of the department; prepares a variety of written correspondence, reports, and other written materials; distributes to departmental staff and various governmental offices.
• Provides backup to front counter support staff as needed.
• Oversees and participates in a variety of customer service activities such as responding to questions regarding permits, fee schedules, and code and ordinance questions.
• Acts as a resource to counter staff regarding customer service issues and difficult or complex inquiries.
• Troubleshoots problems, complaints, and inquiries regarding a variety of permitting and application processes.
• Tracks records, verifies timeliness, performs follow-up to resolve problems, and refers complex issues to appropriate staff as necessary.
• Processes invoices, billing and account reconciliations, final project close outs, bonds, deposits, and refunds.
• Observes, identifies, and resolves problems related to counter operations and procedures; interprets and explains operations and department policies and procedures.

Specific duties related to the Planning Division:

• Prepares agendas and basic reports for review boards and meetings; administers meeting agendas; provides required information to applicants, board members, and the general public; assists in the preparation and review of meeting minutes and resolutions; and coordinates the call-in studio.
• Assists with generating and processing a variety of documents such as address letters, deed restrictions, and reporting.

Specific duties related to the Building Division:

• Assists with permit tracking and reporting requiring a high level of communication with outside agencies.
• Coordinates with consultants regarding updates to agreements and project prioritization.
• Evaluates projects and City requirements to estimate fees with the goal of managing customer expectations and providing transparent communication.

Specific duties related to the Engineering Division:

• Processes map recordation and subdivision bonding.
• Tracks and coordinates a variety of elements required under development agreements such as mitigation measures and underground infrastructure.
• Coordinates inspections for a variety of City and private development projects.

Knowledge of:

• Basic principles of planning, zoning, engineering, code enforcement, and building functions with regard to regulation of land use development.
• Procedures related to the processing of permit applications.
• Basic plan check processes and procedures.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Applicable federal, state, and local laws, regulatory codes, ordinances, zoning laws, and procedures relevant to building, land use, and urban planning sufficient to answer questions and provide information to the public.
• Techniques for effectively representing the City in contacts with contractors, governmental agencies, community groups, and various business, educational, community, and regulatory organizations.
• Standard and accepted building and construction terminology and processes.
• Procedures and methods for providing services and information to the public including those related to collecting, maintaining, and releasing information, files, and documents.
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing and spreadsheet applications and City permit tracking systems and permitting software.
• Records management principles and practices.
• Standard business arithmetic and basic statistical techniques.
• Methods used in the collection, tabulation, review, analysis and distribution of applications, maps, and other community development forms and documents.
• Techniques for researching development records, maps, easements, and historical permit files.
• The function of boards, commissions, and committees as related to the preparation of agenda materials and minutes related to departmental functions.

Ability to:

• Accurately read, understand, apply, and interpret a variety of policies, procedures, fees, and basic planning, building, and engineering codes and regulations to the general public, permit applicants, and City staff.
• Use initiative to oversee and track the progress of applications to ensure progression to completion within prescribed time frames.
• Work proactively to address customer service issues and problems.
• Accurately maintain a variety of records, logs, and files related to the development process.
• Read, review, and analyze plans, maps, specifications, applications, and supporting documentation to ensure completeness and accuracy.
• Communicate tactfully and effectively in a variety of methods to explain procedures to or request technical information from sometimes irate or upset individuals.
• Efficiently coordinate with engineers, consultants, property owners, internal staff, other agencies, and the public to exchange information and facilitate work processes.
• Balance direction from multiple managers and communicate task prioritization.
• Independently organize and prioritize a variety of projects and tasks in an effective and timely manner and meet critical deadlines.
• Effectively represent the department and the City in meetings with governmental agencies, community groups, various businesses and professional organizations, and with the public.
• Understand and carry out oral and written instructions in an independent manner.
• Calculate square footage, fees, and penalties from plans and permit applications.
• Perform detailed clerical, administrative, and technical engineering, planning, and building permit support work.
• Make accurate arithmetic, financial, and statistical computations.
• Operate modern office equipment including computer and related word processing, database, and spreadsheet software and applications.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and harmonious working relationships with internal and external customers.

Human Relations and Communications Skills

Requires frequent internal and external contact to carry out organizational programs, explain specialized matters, or enforce laws, ordinances, policies, and procedures. May include occasional contact with higher-level officials requiring cooperation, explanation, and persuasion.

Analytical Skills and Complexity

Permit Technician I: Applies a variety of procedures, policies, and/or precedents and uses moderate analytical ability to adapt standard methods to specific facts and conditions. Permit Technician II: Exercises considerable analytical ability to select, evaluate, and interpret data from multiple sources. Requires interpretation and application of guidelines, policies, and procedures to determine appropriate actions.

Education and Experience

• Possession of a high school diploma or a General Educational Development (GED) certificate; and
• Permit Technician I: Two years of increasingly responsible administrative support experience requiring independent judgment, and tasks such as records management, financial transactions, customer service, and the application of established policies and procedures. Experience in community development, permitting, licensing, construction, engineering, planning, regulatory compliance, or a public agency is desirable.
• Permit Technician II: In addition to the qualifications listed above, one year of experience performing duties of comparable scope and complexity to those of a Permit Technician I.

Licenses and Certifications

An International Code Council (ICC) Permit Technician certification and Notary Public are desirable.

Distinguishing Characteristics

Permit technician I is the entry-level classification in the series. Incumbents perform basic to intermediate level administrative and technical duties in support of planning, building, and engineering permitting activities while developing knowledge of applicable codes, regulations, permit procedures, software systems, and departmental operations. Work is performed under guidance within established policies and procedures as employees develop proficiency in permit processing, fee calculations, code interpretation, customer service, and departmental procedures sufficient to advance to the journey level.

Permit technician II is the journey-level classification in the series. Incumbents perform intermediate-level specialized administrative and technical permit processing duties and independently perform assignments within established policies and procedures. Responsibilities require the exercise of independent judgment in interpreting and applying applicable codes, ordinances, policies, and procedures; coordinating permit applications involving multiple reviewing agencies; researching development records and technical information; resolving non-routine permitting issues; and serving as a technical resource to department staff, front counter personnel, and the public. Employees possess comprehensive knowledge of permitting processes and departmental procedures and independently analyze permit applications, identify processing requirements, and facilitate timely permit issuance.

Career Advancement

The permit technician I/II classification is a flexibly staffed series. Advancement within the series shall be based on demonstrated proficiency in the work; possession of the required knowledge, skills, competencies, and abilities; and recommendation of the department director.

Employees eligible for advancement to the next level in the series must have served a minimum of six months satisfactory performance at their current wage step prior to reclassification. Reclassification shall become effective the first day of the pay period following written approval from the department director. If a performance evaluation has not been completed within the preceding 6 months, a current evaluation demonstrating continued satisfactory performance must accompany the recommendation for advancement.

All persons employed by the City of Paso Robles are designated as "disaster service workers" as defined in the California Government Code section 3100 and 3101.

The full job description, including physical demands and working conditions, is available on the Job Descriptions page of the City’s website.

The City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local law.

The provisions of this bulletin do not constitute a contract.