Permitting System Management Administrator


Supervisor, GIS (271)


Planning & Development Services


Strategic Planning 6200









JOB SUMMARY STATEMENT: Oversees and configures, in cooperation with the Information Technology Department, the work management system for the Planning & Development Services Department and for selected functions within the City Clerk's Office and the Public Works, Fire, and Police Departments (currently EnerGov). This system involves a SQL-based computer software program that contains electronic records of planning applications, construction and operational permitting, code enforcement cases, and business and professional licensing. The configuration of this system involves workflow of processes, submittal reviews, fees, electronic plan reviews, scheduling of Governing Body and Committee hearings, and inspections. This position will create and maintain work management system reports and support the Planning & Development Services Department's performance measurement and benchmarking programs using Crystal Reports, SSRS, or other BI software. This position will be responsible for developing training programs and supporting documentation for new employees and reinforcing the skills of existing employees. Acts as the liaison between Planning & Development Services Department staff and IT. Responds to questions and comments from the general public. May serve as project manager for various IT and Planning & Development Services technical integrations.


Co-leads, in cooperation with IT, the ongoing implementation and enhancement of the EnerGov system for planning, permitting, licensing, and code enforcement activities. This includes the configuration of changes or additions to workflows, automations, fees, reviews, custom fields, user permissions, hearings, code violations and similar elements of the EnerGov system.

Performs system testing and quality control checks of new updates and configurations.

Coordinates and leads, in cooperation with IT, introductory and on-going training of city staff, provides technical assistance on the proper use of the EnerGov system, and develops appropriate policies and procedures for the use of the system. This includes the coordination of regular training classes and the preparation of training materials and operational documentation for both staff and the general public using the EnerGov system and the ePlace online portal for applications, fee payments, and digital submissions.

Creates and edits reports in support of the EnerGov system, including receipts, cash reports, approval forms, code letters, management reports, performance measurement reports, license renewal mailing lists, and similar documents. Must be familiar with Microsoft SQL Server, the SQL query language, and Crystal Reports.

Coordinates intra-divisional and inter-departmental workflow and data collection issues associated with the EnerGov system and the Planning & Development Services Department's work processes and requirements.

Serves as the department liaison and problem-solver for the general public, applicants, design professionals, and staff regarding conflicts arising out of the EnerGov system, including the ePlace portal. Works with staff to resolve issues one-on-one or in group settings, makes presentations at staff meetings as needed, and responds to questions.

Responsible for reviewing the quality and consistency of the Planning & Development Services Department's data entries into the EnerGov system, including the naming and linking of projects and the appropriate entry and use of global contacts.

Assists the Department with the introduction of new software products such as Plan Review software, Electronic plan review, and Citizen Request Portal. Assists with troubleshooting, serves as a liaison with IT, writes documentation of standard procedures, and assists with training.

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 whom 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.



Associate's degree in the field of computer science, management information systems, business, communications, or planning or an equivalent combination of education and experience.

Bachelor's degree is preferred.

EnerGov certification is preferred.


Two years of working with computers, preferably in configuring computer software and writing reports from computer databases.

Two years working within city government in a planning agency preferred.

Working knowledge of Tyler products (EnerGov) is highly desired.

Working knowledge of Microsoft Excel and Word preferred.


Analytical skills, including research skills, ability to interpret data, to conceptualize, ability to analyze information, anticipate needs, and the ability to write formal recommendations based on findings.

Training and facilitation skills, including curriculum/agenda development and the ability to encourage participation and build consensus.

Computer software - Crystal Reports, Microsoft SQL Server, the SQL query language, and Business Intelligence Reporting tools.

Human Relations/Interpersonal skills.

Customer service skills

Basic mathematical and accounting skills.

Presentation skills.

Attention to detail.

Project management and organizational skills.

Working knowledge of public sector administration.

Time management skills, including the ability to manage multiple concurrent projects and ability to meet deadlines.

Written and oral communication skills.

Listening skills.

Problem solving skills.

Development and continual learning focus.


Ability to meet deadlines.

Diplomacy and judgment.

Ability to train and guide others.

Ability to recognize and protect confidential information.

Ability to prioritize multiple tasks.

Ability to carry out assignments through oral and written instructions.

Ability to work independently.

Ability to work in an environment with many interruptions.

Ability to analyze and recommend possible solutions.

Ability to learn and understand software applications.

Alpha and numeric job recognition.

Abstract and logical thinking abilities.


Ability to make and receive phone calls.

Hand and eye coordination adequate to accurately and efficiently operate computer peripheral equipment such as a keyboard, mouse, and monitor.



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.