Permit Services Support Coordinator

The Position

Come to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don't Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let's Partner Together and Come Grow with the City of Hollywood. Apply Now!

For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website athttps://www.governmentjobs.com/careers/hollywoodfl.

Starting Salary For This Position Is Within $55,817.67 - $63,000 Annually

Dependent On Qualifications

JOB SUMMARY:

Under the general supervision of the Assistant Building Official or designee. Highly responsible technical and detailed work involving extensive inter-agency/public interaction and communication focused on facilitating the permit process for the best customer experience possible for all members of the community.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Serves as the liaison between the Building Inspections Department and the public, including developers, design professionals, contactors, and homeowners, as well as Inter and Intra-Agency Departments. Prepares reports, memoranda, forms, letters, and releases Temporary Certificate of Completion/ Certificate of Completion documents.

• Performs prescreen assessment of all permit application plans and specifications for large and complex residential, commercial, and public projects to ensure the submission is complete and ready to be routed for review and determines if application is missing any documents.

• Conducts pre-application meetings to provide guidance on how to structure permits for expedient review.

• Consults with and provides guidance to owners, boards of associations, property managers, developers, architects, engineers and general contractors regarding submission of building permits.

• Performs various tasks which include but are not limited to interacting with inter-agency personnel and the public, answering a high volume of telephone and email inquiries, performing research, maintaining filing system, preparing and processing official forms and documents.

• Provides information to owners, boards of associations, property managers, developers, architects, engineers and general contractors regarding submission of building permits.

• Assists the public and intra-office personnel in the initiation, processing, maintenance and tracking of applications from inception to completion of the permitting process.

• Assists the public, inter-office and intra-office trades in scheduling inspections for permitted work.

• Expedites application review for high priority projects.

• Responds to applicant's communication in a timely manner.

• Collects and uploads unofficial and official field inspection report records and route to Inspector for review.

• Determines project type at commencement stage to ensure the proper procedures are followed.

• Reviews and performs audits of file naming nomenclature to ensure applicants are utilizing the standardized file naming system to prevent erroneous file duplicates from being issued.

• Reviews the status of contractor's competency license through the CILB/DBPR portals and registration with the City.

• Reviews status of all required insurance certificates.

• Notifies the owner or permit holder of applications/permits that are slated to expire due to inactivity or that have been found to be in open/delinquent status and provides direction and feedback to address the potential or existing delinquency.

• Performs change of contractor and design professional requests.

• Performs permit maintenance processing request to hold, supersede, withdraw or void permit or application.

• Monitors the progress of multiple projects and notifies the applicants when corrections are required and workflow status.

• Monitors the status of issued Temporary Certificates of Occupancy and notifies certificate holder of impending expiration.

• Initiates service cycle times for all project types. Creates and manages project folders in e-plan portal.

• Records project information and updates project status in permitting software system.

• Performs service recoveries actions based on feedback received from customer satisfaction surveys.

• Scans and uploads all physical documentation received to the corresponding permit record file.

• Generates CO checklist and may conduct end-of-construction meetings to provide guidance on close-out documents required to be submitted to the Building Official.

• Ensures applicant's contact information and other responsible parties are recorded in permitting software to allow them to receive email notifications regarding the status of examination reviews and inspection results.

• Examines and prepares correspondence regarding Lien Search and Public Records Requests received from the public and Inter-office Agencies.

• Performs related work as required.

The Requirements

EDUCATION/EXPERIENCE:

Toperformthisjobsuccessfully,anindividualmustbeabletoperformeachessentialfunction satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentialfunctions.

Required:

• High School Diploma or GED equivalent with 3 years of experience working in progressively responsible construction, project management, permitting, or public administration including some work experience performing permit expediting and/or permit processing or records management work in the field of construction.

A comparable amount of training and experience may be substituted for the minimum qualifications.

Preferred:

• Bachelor's Degree in Public Administration, Business Administration, Construction Administration or other closely related field is preferred. Municipal governmental permitting experience is preferred. Notary Public Certification is preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid Driver's License: With proof of automobile insurance

• Background Check: Must have an acceptable background record

• Driving Abstract: Must have an acceptable drivingrecord

• Must obtain ICC Permit Technician Certification within 1 year.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of, Legistar, Adobe Acrobat, Laserfiche and Accela Permitting software applications is preferred.

• Knowledge of general requirements for submitting applications and plans for construction in accordance with the Florida Building Code and Broward County Amendments.

• Knowledge of the principles and practices of customer service.

• Knowledge of the City Ordinance Section 152, the Florida Building Code, Florida Statutes, Florida Administrative Code and departmental administrative policies/procedures and Personnel Rules/Regulations.

• Knowledge of building standards and codes and related laws and ordinances.

• Ability to navigate through various software solutions applications and hardware equipment to accomplish assigned tasks.

• Ability to follow oral and written instructions and to delegate responsibilities.

• Ability to adapt to varying work environments in a fast pace setting and formulate effective and proficient practices and procedures to address a wide range of complex tasks.

• Ability to work independently and accurately report deficiencies.

• Ability to read and interpret plans, specifications, and blueprints quickly and accurately, and to compare them with construction in process.

• Ability to organize, prioritize, and multitask in a stressful environment.

• Ability to establish and maintain effective working relationships with internal and external customers.

• Ability to establish and maintain accurate records.

• Ability to operate office equipment such as office/personal computers, microfilm reader, copier, scanner, printer, calculators as well as the automated permit tracking system.

• Ability to effectively communicate and interact with the general public, co-workers, city officials and members of diverse cultural and linguistic backgrounds, regardless of race, religion, age, sex, disability or political affiliation.

• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. A strong understanding of ethical behavior is required.

• Ability to maintain regular and punctual attendance.

PHYSICAL DEMANDS:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. Work is performed in an inside office environment with occasional use of City vehicle for pickup and delivery; noise level in this environment is usually moderate. Sedentary position with the ability to see, read, talk, hear, handle or feel objects and controls. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.

The Examination

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes.For additional information, please refer to the

Florida Department of Veterans' Affairs.

Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;

• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;

• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.