Purpose of Classification

The purpose of this classification is to assist customers with application submittal directions and pre-application checklists, establish and track primary and sub-applications, determine the completeness of applications, process applications, calculate and reconcile fees, issue permits or other completion documents, and record data in the computer system.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification.  They are not listed in any order of importance.  The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.
 
Coordinates daily application submittal activities; organizes, prioritizes, and directs work to the plan review or technical review staff; monitors status of applications; consults with assigned staff, assists with problem situations, and provides technical support with respect to submittal of applications.
 
Explains, and ensures compliance with applicable federal, state, and local codes, laws, rules, regulations, specifications, standards, policies and procedures related to processing of applications; initiates any actions necessary to correct deviations or violations.
 
Performs intake of building and engineering permit applications; assists with planning & zoning permit applications, certificate of use and business tax applications; assists with the review of construction documents to ensure completeness and conformance with applicable submittal procedures; works with the Application Specialist or Supervisor to determine and assess fees for various services, departments and other agencies; ensures that projects have approval from proper agencies; monitors and tracks status of pending applications; maintains contact with applicants on regular intervals, providing status updates; assists with the maintenance of  records and plans of projects which have been processed/approved by the Planning & Zoning Department, Building Division, and the Engineering Department.
 
Provides support in responding to public record requests as needed.
 
Explains the application process and associated fees to customers; assists customers with applications and the completion of forms used for the permitting process; reviews timelines; refers applicants to other departments to facilitate application processing; explains review process to the public, including how to respond to review comments.
 
Responds to complaints and assists disgruntled customers; provides information, explains procedures, researches problems, and initiates problem resolution. Refers more complex issues to the Supervisor or Application Specialist for resolution as appropriate.
 
Calculates permit fees; receives monies in payment of permit fees, plan filing fees, water/sewer fees, impact fees, or other departmental fees/services; records fees collected and other cash transactions; issues receipts; and balances daily currency transactions.
 
Issues permits and turnaround permits; instructs applicants on the use of web and telephone based systems to check status, schedule and check inspections, locate information on public records, maps, etc.
 
Denies applications based on failure to meet minimum requirements; and rejects incomplete applications.
 
Validates owner of property and owner agent authorization; and assigns application tracking numbers.
 
Checks contractors' licenses to verify proper insurance coverage and current worker's compensation insurance coverage.
 
Retrieves records/files for a variety of requested items, which may include plans, building permits, parcels, property records, or flood zone elevations.
 
Generates, receives, and reviews various records, forms, reports, and applications for the purpose of completing or verifying for accuracy.
 
Sets up initial application files to ensure presence of all required copies of pertinent forms, plans, materials, reports, records, and other documents; ensures distribution of documents as necessary.
 
Prepares or completes various forms, plan submittal checklists, plan review checklists, or other documents.
 
Receives various forms, reports, correspondence, applications, architectural plans, engineering plans, owner plans, blueprints, surveys, engineering reports, permits, density reports, notices of commencement, maps, codes, ordinances, policies, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
 
Operates a computer to enter, retrieve, review or modify data; maintains computerized files; utilizes word processing, database, or other software programs.
 
Sets up files/records; locates, removes, and/or files documents; assists with the preparation of documents for imaging.
 
Receives and responds to various inquiries and concerns from City departments, property owners, contractors, and the general public.
 
Acts as liaison between supervisor, other departments, and outside agencies; gathers and relays information as needed.
 
Answers the telephone; provides information, guidance and assistance; takes and relays messages or directs calls to appropriate personnel; returns calls as necessary.
 
Communicates with supervisor, employees, other departments, architects, contractors, engineers, consultants, agents, the public, outside agencies, and other individuals as needed to coordinate work activities; and give and receive advice/direction.
 
Maintains a current knowledge of applicable laws/regulations; maintains an awareness of new materials, devices, products, and construction methods; attends workshops and training sessions as appropriate.
 

ADDITIONAL FUNCTIONS
 
Provides assistance or coverage to other employees and performs other related duties as needed.
 
 

Minimum Qualifications

MINIMUM QUALIFICATIONS
 
High school diploma or valid equivalent.  Two (2) years of clerical and customer service work experience in an office environment preferably within a government setting or in the construction industry.  Must possess and maintain a valid Florida driver's license.
 
PREFERRED QUALIFICATIONS

Work experience involving building permitting and/or business tax in a government setting or in the construction industry.
 
Current certification as a Notary Public.
 

Supplemental Information

COMMUNICATION COMPETENCIES
 
Effectively communicates with supervisor, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
 
Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.
 
Ability to prepare accurate and thorough written records and reports.
 
Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.
 
Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.
 
 
KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)
 
Knowledge of Federal, State and local laws, codes, rules, regulations, specifications, standards, policies and procedures related to the processing and issuing of applications.
 
Basic knowledge of permit and application related fees.
 
Knowledge of building, and engineering applications
 
Knowledge of site plans and construction documents.
 
Ability to explain Federal, State and local laws, codes, rules, regulations, specifications, standards, policies and procedures related to the processing and issuing of applications.
 
Ability of effectively interact with the public, co-workers, other department staff, and with outside agencies.
 
Ability to effectively communicate both orally and in writing.
 
Ability to learn and demonstrate the appropriate calculation of permit related fees.
 
Ability to learn and demonstrate an understanding of the planning & zoning permit process.
 
Ability to troubleshoot, research and resolve customer complaints and issues.
 
Ability to review and demonstrate an understanding of building and engineering applications.
 
Ability to learn and demonstrate an understanding of certificate of use and business tax  applications/processes.
 
Ability to operate a computer.

Ability to establish and maintain harmonious working relationships with supervisor, co-workers, customers, and others with whom the position interacts.

PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS
 
Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
 
Sensory Requirements:  Some tasks require the ability to perceive and discriminate sounds, texture, and visual cues or signals.  Some tasks require the ability to communicate orally.
 
Environmental Factors:  Performance of essential functions may require exposure to environmental conditions, such as dirt, dust, odors, temperature and noise extremes, bright/dim light, machinery, or electric currents.
 
The City of Boynton Beach, Florida, is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.  The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
 
A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others.  Requirements are representative of the minimum level of knowledge, skills, and ability.