Permit Processing Specialist

Description

Do you thrive in a fast-paced environment where every day brings new challenges and opportunities? The City of Costa Mesa, renowned as the "City of the Arts", is offering an exciting opportunity as a Permit Processing Specialist to be part of our team! As a Permit Processing Specialist, you will be at the forefront of streamlining the permitting process, ensuring compliance with rules and regulations, and facilitating smooth interactions amongst businesses, contractors, other City departments, and residents.

THE POSITION:
Under general supervision, assists the public at the service counter processing permit, business license, and animal license applications and issuing permits in accordance with established requirements. Other duties as assigned, see Essential Functions below.

WHAT YOU WILL BE A PART OF:

• An engaging work environment where your contributions truly make a difference in shaping our community's future.
• Opportunities for professional growth and development.
• Competitive compensation package including benefits such as health insurance, CalPERS retirement plan and more!
• The chance to work alongside dedicated professionals who are passionate about serving the public and making a positive impact.

Current Vacancies (updated 6/18/24):

• One (1) full-time vacancy assigned to the Police Department (Animal Services Unit)*
  
• One (1) full-time vacancy assigned to Economic & Development Services (Building Division)
  
  

The eligibility list established from this recruitment may be utilized to fill future Permit Processing Specialist vacancies in other departments which occur during the life of the list.

*Police Department employees are required to successfully pass a thorough background check which includes a comprehensive investigation, fingerprinting, polygraph examination and credit check. Recent drug usage, theft, or other illegal activity may disqualify you. Record must be free from any felony conviction and/or any misdemeanor conviction involving moral turpitude and excessive traffic violations.

APPLICATION INSTRUCTIONS AND SELECTION PROCESS:
Applications must be completed and submitted online. This recruitment will remain open until filled and may close without prior notice, therefore prompt application is encouraged.

First application review date: July 3, 2024

Candidates are requested to provide specific information regarding their education and experience as it relates to the position by completing all fields of the application. Applications may be rejected if incomplete . Do not include text or attached resumes, as they will not be accepted or reviewed in the application process. Based upon the information presented on the application, a limited number of candidates who possess qualifications most pertinent to the position will be invited to participate in the selection process. The selection process may include, but is not limited to the following components: application review and evaluation, written examination or exercise, physical examination, practical exercise and interview evaluation. Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process. The eligibility list will be in effect for one (1) year, unless exhausted sooner. The eligibility list established from this recruitment may be utilized to fill lower-level vacancies which occur during the life of the list.

It is recommended you use a personal email address on your application instead of a work email address. Notifications during this recruitment will be sent by email only (regardless of the notification preference selected during the online application process). Notifications will be sent to the email address that is listed on your online application.

All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (Live Scan fingerprint check), polygraph examination, post-offer psychological evaluation and post-offer medical evaluation (may include drug screen).

Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.

Essential Functions

These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.

Assists and responds to public inquiries by phone or at the service counter;

Processes the following: Forms, permit applications, and plans necessary for the issuance of business and animal licenses and planning and building permits;

Reviews permit applications for compliance with applicable codes and standards;

May issue permits for minor projects, or assists professional staff with written determinations and permit issuance;

Calculates fees in accordance with established fee schedules;

Prepares and organizes monthly reports of permits issued, fees collected, and types of projects for use by division management, City staff, and outside agencies;

Prepares files, processes permits; posts notices; inputs appropriate information into computer;

Maintains supplies including but not limited to permit applications, forms and related documents; requisitions additional supplies as required in accordance with established procedure;

Provides back-up support for administrative support staff or other similar occupational fields;

Maintains inventory for office supplies and ordering for staff;

Performs other related duties as assigned.

When assigned to the Police Department Animal Services Unit :

Processes in person animal licensing and assists customers with license troubleshooting via phone call and email;

Answers questions and provides public education regarding animal licensing, spay and neuter vouchers, special permits (i.e. service dog licenses, non-domestic animal licenses), and owner responsibilities;

Prepares weekly and monthly reports and maintains accurate records, logs, and files of the animals and activities within Shelter Services and provides weekly transfer updates to the shelter contractor;

Processes monthly invoices for shelter or pertinent vendor invoices and submits received invoices to Accounts Payable;

Contacts local veterinarians to ensure current rabies vaccination certificates for Costa Mesa residents are being submitted to Animal Services via email or by mail;

Maintains communication and provides the Finance Department with Animal License Daily Summary Reports for animal license transactions that are received and processed in person;

Assists the Animal Services Coordinator with the Animal Services Committee meetings; take meeting minutes and processes work. May post meeting agenda at the City Clerk’s office, and in front of City Council Chambers;

Follows up with the shelter regarding lost pet inquiries;

Assists in the review of contracts and agreements with third party vendors related to animal care, shelter, adoption, and special event vendors;

Assists the Animal Services Coordinator with planning, implementing, and scheduling special events and activities related to Animal Services;

Operates computers to input and retrieve data and information;

Assist with retrieving Hotline voicemails.

When assigned to the Economic and Development Services Department:

Provides information related to planning and building permit procedures, policies, and functions;

May assemble, prepare, and disseminate materials for staff meetings, internal committees and other publicly- noticed decisions;

May processes development and construction permits;

Coordinates final inspection clearances from all departments;

Determines that all fees have been paid prior to permit issuance and/or occupancy and utility releases;

Coordinates the microfilming of planning and building documents, plans and blueprints.

When assigned to the Finance Department:

Prepares renewals, past due and delinquent notices for business license;

Acts as back up cashier, receives and reconciles money and prepares deposit.

Qualification Guidelines

A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows:

EDUCATION, TRAINING AND/OR EXPERIENCE:

Graduation from high school or its equivalent.

Minimum of one year of permit issuance experience in a municipal department which required the interpretation and application of rules and regulations, or two years of increasingly responsible clerical experience requiring the application of policies and procedures.

An equivalent combination of education and relevant experience that provides the desired knowledge, skills and abilities to successfully perform essential functions may also be considered.

LICENSE AND/OR CERTIFICATION

Class C California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment.

Requisite Knowledge and Skill Levels:

Knowledge of building and zoning codes;

Knowledge of planning processes, regulations and ordinances, or engineering rules and regulations;

Knowledge of business license, dog license policies and procedures;

Knowledge of permit processing and fee structures;

Knowledge of Microsoft Office Suite.

Requisite Abilities:

Ability to read and interpret rules and regulations and apply them to permit issuance procedures;

Ability to perform basic mathematics computations;

Ability to maintain related files and records;

Ability to understand and follow verbal and written directions;

Ability to meet the public in situations requiring diplomacy and tact;

Ability to communicate effectively both orally and in writing;

Ability to establish and maintain cooperative working relationships.

Supplemental Information

PUBLIC EMPLOYEE DISASTER SERVICE WORKER:

In accordance with Government Code Section 3100 - all City of Costa Mesa employees are required to perform assigned disaster service worker duties in the event of an emergency or disaster.

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS :

Please contact Human Resources for a summary of the essential tasks and environmental factors for this classification.

EQUAL OPPORTUNITY EMPLOYER:

The City of Costa Mesa is an Equal Opportunity Employer.
Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

To view 2024 benefit information for all groups, Click Here
To view 2025 benefit information for all groups, Click Here

New Full-Time employees contribute 9% of their salary on a pre-tax basis towards the 2%@60 or 2%@62 CalPERS retirement formula depending on eligibility.

Full-Time employeesreceive the following health insurance flexible benefits contribution:

• Current: $1,600monthly
• Effective January 2025: $1,650monthly

New Part-Time employees are appointed by and serve at the will of the Department Director. They are reviewed for merit salary advancement on a periodic basis. Generally, part-time employees are limited to no more than 1,000 hours of work per fiscal year (July 1 - June 30). Certain part-time employees, however, are permitted to exceed this limit.Part-time employees participate in either the Public Agency Retirement System (PARS) or the California Public Employees Retirement System (CalPERS) depending on eligibility. Employees enrolled in PARS contribute 3.75% of salary with a matching City contribution. Employees enrolled in CalPERS contribute 7% - 9% of salary depending on eligibility. Part-time positions are eligible to receive general leave benefits. General leave can be used for sick, vacation, or holiday time.

The City does not participate in the Social Security system; however, federal mandate requires all new employees to contribute 1.45% of wages to Medicare. As a condition of employment, all new employees are required to enroll and participate in the direct deposit program.

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• City of Costa Mesa

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