Permit Center Manager

This is an open recruitment in the Community Development Department. Qualified candidates from the public and qualified career City employees are encouraged to apply. The eligibility list that is developed from this recruitment process may be used to fill future vacancies in the Permit Center Manager classification or in similar classifications.

DEFINITION
Under general supervision of the Community Development Director, plans, organizes and leads the Permit Center and performs advanced technical work; monitors permitting processes and work to improve efficiencies by implementing industry best practice; coordinates and oversees all customer service and permitting functions; acts as a system administrator of the permit issuance and tracking system; provides written and verbal information to the public regarding the permit, license and development review process, policies and procedures; instructs, assigns, plans and reviews the work and performance of assigned Permit Center staff.

SUPERVISION EXERCISED
Exercises direct and general supervision over technical and Center support staff.

Examples of Essential Duties:

• Manage the day-to-day operations of the Permit Center for all development related services.
• Communicate the Division’s overall policy direction to assigned team to ensure consistent and fair interpretation and enforcement of applicable codes, ordinances, laws, regulations, guidelines, policies and directives.
• Develop, monitor and evaluate the permitting processes to improve, streamline, and maintain efficient permitting operations, ensuring timely processing of plans, permits, applications and fees.
• Function as a member of the management team to propose, evaluate, and develop policies, procedures, systems, and strategic plans.
• Manage and coordinate the routing and tracking of plans to various departments and outside agencies for required review and handling.
• Respond to inquiries regarding building and plan review, permitting processes and common code issues, providing guidance and expertise to staff, industry and community members within scope.
• Verify federal, State and local regulations pertaining to the issuance of permits to licensed contractors and homeowners for building and construction projects.
• Oversee the calculation, collection and accounting for fees.
• Maintain working relationships for team-based project reviews and progress between all divisions and outside agencies.
• Through Permit Center staff, provide information regarding the department’s related procedures, policies and functions for plan check and permit submittals.
• Resolve difficult and complex complaints/issues in-person and over the phone regarding permit processes.
• Direct and evaluate the work of assigned staff; monitor workflow; manage performance.
• Participate in the selection of assigned staff; provide and coordinate training.
• May oversee and direct the work of contract staff.
• Administer the City’s related computer applications and permit tracking systems; create various reports for user departments.
• Serve as the City’s business ally coordinating related actions with Community Development partners, the Chamber of Commerce and other business organizations regarding business permitting needs.
• Provide case management for complex building construction applications and confer with project owners, and design professionals regarding State and local code requirements and obtaining multiagency application approvals.
• Monitor and ensure completion of the permit process; ensure the appropriate storage of records in compliance with related records retention laws.
• Perform other related duties as assigned.

OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.

Qualifications

Experience and Training Guidelines
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

Four (4) years of progressively responsible experience in municipal government functions directly associated with permitting, land use and/or building codes, with at least two (2) years of direct supervisory experience responsible for employee performance management.

Training:
Possession of High school diploma or GED.
A Bachelor’s degree with major coursework in Planning, Public Administration or a related field is highly desirable.

License or Certificate:
Certification as a Permit Technician from the International Code Council (ICC) is required.

Knowledge of:

• Principles and practices of front counter operations and management.
• Development processes and procedures for applications, permits, and inspections.
• Managing and directing workflow.
• Principles of project management.
• General construction practices, methods and terminology.
• Basic principles of related codes and ordinances enforceable by the City.
• City department policies and procedures.
• Related federal, State and local laws, codes and regulations.
• Principles of records management.
• Methods and techniques of employee supervision, training and motivation.
• Methods and techniques of scheduling work assignments.
• Practices for documenting plan checking procedures and correcting discrepancies.
• Techniques for effectively representing the City with a high level of customer service in contacts with the public, governmental agencies, community groups and other organizations.
• Correct English usage, spelling, grammar and punctuation.
• Business letter writing.
• Modern office methods, procedures and equipment including the use of computers, copiers, scanners and various computer applications and software packages.

Ability to:

• Lead and direct the work of assigned employees.
• Communicate clearly and concisely, both orally and in writing.
• Interpret and explain building and planning policies, procedures and codes both verbally and in writing.
• Read and interpret building plans, specifications and building codes.
• Calculate, collect and account for fees.
• Supervise, train, evaluate and hold accountable assigned staff.
• Use tact and discretion in dealing with public, elected officials and City staff, including effective complex dispute/complaint resolution.
• Work effectively with a high degree of independence.
• Establish and maintain effective working relationships with employees, the public, elected officials, and other outside agencies.
• Provide high quality customer service.

Selection Process
Applications must be submitted online through this applicant tracking system. All materials must be complete and clearly indicate the candidate meets the minimum qualifications. All statements made on the application, resume, and supplemental materials are subject to verification. False statements may be cause for immediate disqualification, removal from eligibility list or discharge from employment. Candidates presenting the most desirable combination of education, experience and/or training as stated in this announcement will be invited to continue in the selection process. The selection process may require any combination of the following: application appraisal, written examination, performance test, and personal interview conducted by an outside oral panel and/or the Department. The City of Hollister offers preference to qualified veterans during the candidate selection process. The City of Hollister’s Veterans’ Preference Policy can be accessed here (Download PDF reader). Applicants must claim Veteran’s preference in the agency-wide questions section and attach a copy of their DD214 to the application. Following the examination process, successful candidates are placed on an employment list. Appointment will be made from the employment list. Appointed employee(s) will be required to pass a psychological evaluation, physical, drug screen, background investigation, and fingerprints check.

Equal Opportunity/Affirmative Action: 
The City of Hollister does not discriminate on the basis of race, color national origin, ancestry, sex, religion, sexual orientation, age, disability, marital status, political affiliation, or any other non-merit factor. The City of Hollister encourages minorities and women to apply. The City of Hollister makes reasonable accommodations for the disabled.  Individuals requiring any accommodation in order to participate in the selection process must inform the Human Resources Office via email at hr@hollister.ca.gov of such request. Requests for accommodation should include an explanation of the type and extent of accommodations needed to participate in the selection process.