CITY OF OVERLAND PARK - POSITION DESCRIPTION
JOB SUMMARY STATEMENT: Serves as Permit Review Coordinator, responsible for coordinating, guiding and directing individuals seeking construction permits for the City of Overland Park. Manages both the digital review, paper review and in-person review of permits. Must have a wide breadth of knowledge and understanding about basic requirements for a variety of different permit types, potentially including but not limited to planning, zoning, building construction, stormwater, and engineering. Must demonstrate competence, friendliness, knowledgeability and a deep commitment to customer service. Processes Certificates of Occupancy and Temporary Certificates of Occupancy. Processes utility clearances. Schedules inspections and enters code complaints. Provides administrative support to the Building Safety and Engineering Services Divisions, and other duties as assigned. Maintains project files and processes closed permit documents. Assists supervisor. Provides customer service to the public.
DUTIES AND RESPONSIBILITIES:
Serves as Permit Review Coordinator. Coordinates the review of digital documents submitted through the E-portal and the Permit Services inbox. Reviews submissions and informs applicants if additional information is needed for acceptance. Stages Blubeam collaborative review sessions for Building Safety, Engineering Services, Current Planning, the Development Coordinator and the permit applicant, and/or creates shared Google folders. Performs batch linking of plans. Communicates with applicants throughout the review process, shares plan markups and review comments.
Knows how to process all building permit applications and help manage plan review, permitting and inspection procedures. Serves as the ISP Review Coordinator backup to the Development Coordinator when needed. Must be familiar with the development approval process, building permit inspections, and permitting requirements for all work classes. Manages the electronic plan review process which includes ensuring correct documents are stamped, correct documents are submitted, file statuses are correct, and workflows are complete. Prepares Bluebeam comment letters for failed reviews.
Issues building, land disturbance, site development, public improvement permits, and sign permits. Links related development, building, and site development cases in permit database. Coordinates the plan review of complex multifamily permits, i.e.,cloning permits for each address; calculate fee for each building; create spreadsheet for each multifamily project and update as permits are issued. Reviews completed permit applications for appropriate information and necessary approvals such as parcel holds, zoning, floodplain issues. Examines plans for building classification, use group, and construction type. Verifies permit conditions are completed prior to permit issuance, such as compliance with Johnson County Licensing and sewer permits. Calculates and collects fees. Scans over the counter permit documents and uploads to the permit database.
Answers phone calls and phone and assists the general public by providing information on City/department policies and procedures. Schedules inspections and enters complaints in the OPCARES system. Processes utility clearances. Serves as back up for the Plans Examiner of the Day and Engineer of the Day phone. Provides back up to other divisions and/or departments as needed.
Manages the Permit Services email inbox. Responds to a wide variety of questions on permitting processes and timeframes to applicants.
Troubleshoots technical operating issues with Energov and Bluebeam software and implements solutions. Refines processes and tests new updates while working with department and IT staff to integrate improvements/upgrades. Works with IT to utilize new technologies to streamline permitting processes and ensure timely permit issuance.
Help customers navigate the online review process in ePlace, providing instructions on how to apply for a permit, how to schedule inspections, how to complete an online review, etc.
Assists Supervisor with training of new Review Coordinators/Customer Services Representatives and reviews their work for completeness and accuracy.
Assists Finance with division approval for liquor licenses. Works closely with the Development Coordinator to process sign permits.
Assists supervisor in completing intake, tracking, and release of sureties (cash deposits/letters of credit/bonds) for land disturbance permits. Coordinates final inspections and certification approvals with Engineering Services staff prior to surety releases and permit closure.
Processes and issues Temporary Certificates of Occupancy and Certificates of Occupancy. Ensures permit cases files are complete, pulls plans, and archives records by scanning and uploading documents to the permit database. .
Assists Supervisor with daily cash report and cash drawer reconciliation. Runs credit card report and secures cash drawer at the close of business daily. Processes check requests for refunds and withdrawn permits. Maintains petty cash fund and change fund. Assists Finance with audits of cash drawer, cash fund and change fund. Assists with permit extensions.
Performs a wide variety of administrative work including data entry , scanning, maintaining files, assisting with record requests, collecting fees, etc. Assists with records requests and research. May serve as Records Custodian or alternate.
Participates in emergency management operations for the City, as requested. Carries out and/or performs other duties as assigned.
The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with which interaction is required to accomplish work and employer goals.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
Basic education, which includes courses in typing/keyboarding, general office practices, office machines and business communications or an equivalent combination of education and work experience.
Must possess an ICC Building Permit Technician Certification.
Four years technical administrative/customer service experience. Experience in a building permit office preferred.
Ability to use a PC and learn new software applications. Comfortable with troubleshooting or learning new software functions and working with IT to resolve software issues.
Must have a working knowledge of word-processing and spreadsheet software applications. Prefer experience working with electronic workflows, online portals, electronic document management, database programs and digital plans. Preference for Google Suite, Apps, and Bluebeam.
Oral and written communication skills
Basic math and accounting skills
Attention to detail
Ability to multitask
Customer service skills (in person and over phone)
Ability to train and guide others
Must have a working knowledge of word-processing and spreadsheet software applications.
Prefer experience working with electronic workflows, online portals, electronic document management, database programs and digital plans. Preference for Google Suite, Apps, and Bluebeam.
Ability to recognize and protect confidential information
Ability to organize files and effectively retrieve
Logical reasoning; sound judgment; and the ability to deal with sensitive situations in a tactful, empathetic manner
Alpha and numeric recognition
Ability to read and comprehend City codes, permit applications, and file information
Ability to comprehend computer software principles
Ability to compute basic math computations
Ability to work in a hectic environment with many interruptions
Ability to meet specific deadlines
Hand and eye coordination adequate to input computer, calculator, typewriter, copy and fax machine, credit card machine, and scanner
Ability to make and receive phone calls.
Ability to lift 20 pounds floor to waist and transport 50 feet.
Visual acuity to read plans and diagrams
Ability to distinguish colors
SUPERVISORY RESPONSIBILITY (Direct & Indirect):
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.