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JOB SUMMARY
Under the direction of the DSD Director and the Building Official, performs front counter customer service for building and land use permitting. This includes reviewing, accepting, distributing, documenting and maintaining departmental information, reports, plans, specifications, applications, permits and inspections according to established guidelines. This position helps explain procedures, related codes and ordinances to the public.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Front Counter Customer Service
- Serve as the primary public reception contact for the Development Services Department
- Provides customers with information regarding the permit requirements and the application process, calculates and assesses appropriate fees; responds to inquiries from property owners, contractors, developers and the public concerning building codes and permit regulations at the counter and over the phone; and performs frequent customer service work both on the phone and at the front counter
- Reviews applications and plans for completeness, verifies zoning and use classifications, and determines for customers which permits and/or inspections are required.
- Receives incoming calls and provides information and/or directs calls to the appropriate department or individual in a professional manner.
- Presents a positive attitude and works with the public in a courteous, non-confrontational manner.
- Works in a high-energy, multi-task situation balancing the demands of more than one customer or task at a time.
Department Operations and Procedures
- Assists in the maintenance of department permit files.
- Logs permits, plans and other submittals into computerized permit system and routes to applicable department staff for review and permit issuance.
- Receipts permit fees, balances daily cash register and ensures proper transfer to Finance Department.
- Provides general administrative support to the Developmental Services Department, Planning Director and staff
- Establishes and maintains Department files, including but not limited to: building, public works, land use, signs, and historic preservation. Responsible for assuring that the Department meets all State-mandated general records retention schedule requirements. Working in cooperation with the City Clerk, continuously assesses the dispersal and disposal schedule of building files and assists in the proper archiving of records.
- Assists the Director with departmental budget preparation and tracking of Department line item expenses.
- In coordination with Planning Staff, prepares legal notices, reviews and ensures that public notice for land use permits have been published, mailed and posted in accordance with city code
- Verifies and processes all Department accounts receivable and accounts payable in a timely manner
- Assigns addresses for all new construction. Works with Emergency Management to assure correct addresses are distributed to all appropriate agencies.
- Responsible for keeping all Port Townsend Municipal Code books and other reference manuals and materials current and up to date.
- Maintains sign permit insurance liability database.
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to demonstrate strong inter-personal skills; provide exemplary customer service skills; ability to interact with the public, co-workers and other City employees in varying situations with confidentiality, tact, diplomacy and skill at working well with others; ability to communicate effectively with diverse and sometimes irate individuals in a calm manner.
- Ability to understand basic construction and civil drawings, plot plans, land use maps and plat maps.
- Ability to use basic geometric formulas, required mathematical calculations, and commonly accepted construction terminology with customers and staff.
- Ability to exercise sound judgment in moderate to complex situations demonstrating initiative when taking action; ability to weigh options and foresee consequences of decisions; ability to adapt to changes in the work and work environment; ability to take personal responsibility for
- Ability to effectively set priorities, organize workload, handle multiple responsibilities and meet deadlines; ability to handle multiple interruptions and adjustments to priorities throughout day while maintaining a sustained attention to
- Ability to demonstrate good written communication skills and a solid understanding of business correspondence basics with the ability to proofread the grammar, spelling and punctuation with a high degree of
- Advanced knowledge of general office procedures and ability to use the software programs of the department; Intermediate skills in Microsoft Excel, Word, Outlook, PowerPoint, Publisher or
- Ability to work independently as well as in a team oriented
- Basic budgeting theories and principles; Understanding of expense coding
- Ability to effectively operate the tools and equipment used in a modern office: personal computer (desktop or laptop), multi-line phone system, copy machine, fax machine, 10-key calculator,
QUALIFICATIONS
Required
- High school diploma or GED and five years increasingly responsible administrative work experience, including demonstrated experience in office procedures, record-keeping, computers and administrative
- Must be able to manage multiple tasks under deadlines
Preferred
- An Associate's degree or 2 years college-level coursework.
- Experience in planning/development services, municipal or public sector environments.
- Experience providing support to a division or department director in a highly visible agency or office.
WORKING CONDITIONS
Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
OTHER CITY REQUIREMENTS
- Punctual and consistent attendance
- Possess a Washington Driver's License and maintain a driving record acceptable to the City's insurance carrier.
- Dress and grooming appropriate to the position.
- Safety attire, equipment and practices appropriate to the position.
- Deal tactfully and courteously with the public.
- Establish and maintain effective working relationships with fellow employees
The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job-related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law.
This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job related duties requested by their supervisors.
This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.
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