Permits and Development Supervisor

Village of Oak Park; Oak Park (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

The Village of Oak Park is seeking a supervisory professional to accelerate permit reviews and ensure compliance with applicable rules and regulations.

The role includes performing plan reviews, streamlining processes, and delivering high-quality customer service in processing permits and certificates.

Qualifications

• Three years of responsible experience in processing building permits, land use, planning or code enforcement.
• Bachelor’s degree in architecture, engineering, public administration, business administration, urban planning or related fields.
• ICC certification as permit technician within six months after appointment, and ICC certification in Zoning and Residential & Building & Mechanical Plans Examiner within one year after appointment.
• Possession of and ability to obtain a valid driver's license.

Responsibilities

• Plan, prioritize, assign, supervise, and review the work of Permit Customer Service Technicians.
• Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures.
• Establish schedules and methods for providing permit approval services; identify resources needed; review needs with appropriate management staff; allocate resources accordingly.
• Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
• Assist to coordinate and track departmental activities on permit-issuance, construction, permit-interface timelines involving other Village divisions and departments; track and assist in the issuance of permits, certificates and approvals.
• Assist in preparing analytical and statistical reports on permits, construction operations, plan-review activities and findings, and inspectional activities/services.
• Supervise the preparation of case reports for court or administrative proceedings related to permits, construction and inspections; testify when necessary.
• Review plans, drawings and documents for compliance with building code and construction ordinances.
• Inform customers, contractors, architects, engineers and developers of permit requirements; confer with owners and the public; review alternate methods and modifications.
• Respond to public inquiries and FOI requests; provide information; assist in supervising customer-service duties; respond to calls, emails and referrals; support permit and plan review services.

Skills

Supervision

Plan review

Customer service

Time management

Communication

Education

Bachelor's degree in architecture, engineering, public administration, business administration, urban planning or related fields

Job description

The Village of Oak Park is seeking qualified candidates to join the Permits and Development Division. This is a supervisory position responsible for expediting reviews and assuring compliance with rules and regulations pertaining to permits and to perform plan reviews, streamline review processes and provide high level customer service in processing permits and certificates.

Department: Development Services
FLSA: Non-Union Exempt
Pay Grade: 6
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

This is a supervisory position responsible for expediting reviews and assuring compliance with rules and regulations pertaining to permits and to perform plan reviews, streamline review processes and provide high level customer service in processing permits and certificates.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Permit Processing Division Manager; Exercises direct supervision over staff as assigned by Permit Processing Division Manager.

EXAMPLES OF DUTIES

Essential and other important duties and responsibilities may include, but are not limited to, the following:

Essential duties and responsibilities

1. Plan, prioritize, assign, supervise, and review the work of Permit Customer Service Technicians
2. Recommend and assist in the implementation of goals and objectives; implement approvedpolicies and procedures.
3. Establish schedules and methods for providing permit approval services; identify resourcesneeded; review needs with appropriate management staff; allocate resources accordingly.
4. Participate in the selection of staff as assigned; provide or coordinate staff training; work withemployees to correct deficiencies; implement discipline procedures.
5. Assist to coordinate and track departmental activities on permit-issuance, construction, permit-interface timelines involving other Village divisions and departments; track and assist in theissuance of permits, certificates and approvals.
6. Assist in preparing analytical and statistical reports on permits, construction operations, planreview activities and findings, and inspectional activities/services.
7. Supervise the preparation of case reports for court or administrative proceedings related topermits, construction and inspections; when necessary testify in court and at administrativeproceedings.
8. Review plans, drawings and documents as assigned, for compliance with building code andconstruction ordinances.
9. Ensure that customers, contractors, architects, engineers and developers are informed of permitrequirements and restrictions, and of special requirements in special overlay districts; conferwith building owners, contractors, tenants and the general public in the field and office; reviewalternate methods and modifications.
10. Respond to public inquiries and Freedom-of-Information requests; provide information withinareas of assignment; assist in supervising customer-service point-of-contact functions; respondto telephone calls, e-mails and in-person referrals; assist with answering requests for informationon permits, premise and property records; directly support permit and plan review services byexpediting review processes; assist in front-counter operations; resolve complaints efficiently,courteously and in a timely manner.

Other important responsibilities and duties

1. Assist in analyzing and developing work flow process for expediting permit reviews; Collaboratewith Business Services Division on expediting permit projects.
2. Review documents; assist Permit Processing Division Manager in processing forms anddocuments.
3. Assist the Permit Processing Division Manager in public presentations and represent Division incitizen workshop meetings, public meetings and public relations efforts.
4. Develop, evaluate and coordinate schedule for bringing closure to open permits.
5. Provide staffing on the behalf of the Permit Processing Division Manager for Commissions asassigned; assist to maintain list/database of buildings, structures, signs and properties.
6. Monitors Division’s Performance Management (MAP) indicators and reports on progress to thePermit Processing Division Manager
7. Develop expertise in the Village’s software program, CityView, and be responsible for adherenceto all deadlines.

QUALIFICATIONS

Knowledge of:

• Applicable Village, State, and Federal codes, ordinances, laws and regulations related toconstruction; Major types of buildings, permits, construction materials and methods.
• Basic principles related to construction, technology for buildings and structures.
• Housing ordinance enforced by the Village; permits for building, electrical, plumbing, mechanical,elevators, and certificates of zoning compliance.
• Basic computer applications and techniques including word processing, spreadsheet, data baseand presentation software as well as information management systems related to building andproperty maintenance and inspection.
• Court room proceedings and methods for preparing documents for submission to court.
• Principles of supervision, training and performance evaluation.
• Operation, services and activities of plans examining programs; principles and processesinvolved in permitting, zoning compliance, and plans examining work.

Ability to:

• Supervise, prioritize, organize and review the work of staff.
• Select, train and evaluate staff.
• Interpret and explain Village policies and procedures.
• Perform basic plan reviews of buildings, structures and premises; Read and interpret buildingblueprints.
• Work within restrictions and demands of deadlines, managing multiple projects andassignments; use principles of prioritizing and time management.
• Prepare clear and concise reports; communicate clearly and concisely, both orally and in writing.
• Maintain accurate and timely files and reports in both hard copy and digital environments.
• Establish and maintain interpersonal skills in the workplace to effectively communicate andinteract with others.

Maintain reasonable and predictable attendance

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

• Walking, standing or sitting for extended periods of time
• Operating assigned equipment.

Maintain effective audio-visual discrimination and perception needed for:

• Making observations
• Communicating with others
• Reading and writing
• Operating assigned equipment and vehicles

Experience: Three years of responsible experience in processing building permits, land use, planning or code enforcement. A strong background in plan review and construction technology is required. AND
Training: Possession of a Bachelor’s degree from an accredited college or university; Major course work in architecture, engineering, public administration, business administration, urban planning or related fields. AND
License or Certificate: Possession of or ability to obtain an appropriate, valid driver’s license; Possession of or ability to obtain ICC certification as permit technician within six months after appointment, and ICC certification in Zoning and Residential & Commercial, Building & Mechanical Plans Examiner within one year after appointment. Possession and maintenance of appropriate certifications is a condition of employment and required for continued employment beyond the twelve-month period from the date of hire.

WORKING CONDITIONS

Work in office environments; sustained posture in a seated position for prolonged periods of time. Assist staff, contractors and professionals. Subject to after-hours’ work, can work flexible hours/shifts to accommodate special departmental and customer needs, and to assist in the Village’s Emergency Operations related to mitigating disaster to buildings and premises.

Diversity Equity & Inclusion Statement

The Village of Oak Park commits itself to diversity, equity and inclusion by recognizing that creating a mutually respectful, multicultural and equitable environment does not happen on its own, it must be intentional. This includes providing equal opportunities for everyone regardless of race, ethnicity, gender identity, sexual orientation, religion, ability, military or veteran status or any other characteristics.