Salary: $4,821.35 – $5,860.37 Monthly
Location: Mukilteo, WA
Job Type: Full-time
Department: Community Development
Job Number: 2022-00005

Learn more about this position and apply today at the City of Mukilteo’s Government Jobs page.

Job Description:

The Permit Services Coordinator provides customer service to government agencies and the general public regarding a variety of issues including, without limitation, zoning and permitting. This position is responsible for coordinating administrative and technical duties in the Community Development Department Permit Services Division. The Permit Services Coordinator provides administrative and technical support to other City Departments involved in the permitting process. Frequent contact is required with staff, contractors, developers, architects, engineers, and the public.

This position is supervised by the Planning and Community Development Director or designee.

Essential Duties

Administrative Duties:

  • Performs a variety of customer service work to serve other government agencies, private businesses and the general public regarding applications and permits for engineering, planning, fire and building permits.
  • Responsible for developing processes to implement new ordinances and programs, as assigned.
  • Evaluates, reviews and provides recommendations to improve or expedite the permit process including identifying discrepancies/inconsistencies in documents or processes and recommending new policies and/or revisions to existing policies and procedures as appropriate.
  • Coordinates the work of and provides training to Permit Services Assistants in implementing city codes, policies and procedures and use of available equipment and resources.
  • Coordinates, assigns or performs updates and distribution of public information literature related to job duties.
  • Updates the City web page related to the Permit Services activities and related public information/notice postings.
  • Provides administrative assistance, including without limitation, backup support to the front counter, telephone coverage, overseeing meeting room schedules, maintaining calendars, and support duties for the Engineering Division, the Fire Marshal, the Planning Division and the Building Division. 

Permit Services Duties:

  • Reviews initial permit applications against submittal checklists for basic completeness, zoning compliance and building requirements, and requests additional information as needed. 
  • Coordinates, reviews, and tracks engineering, planning, fire and building permit applications and supporting documents through the permitting process. 
  • Ensures that the processing of development permit applications is accomplished in a professional, efficient manner within target timelines, and that all permit applications have obtained all approvals prior to issuance.
  • Generates reports on the status of permit applications and other reports as necessary.
  • Provides information on a variety of issues including, without limitation, the permit process, current zoning of property, bulk regulations, and other requests as directed.
  • Responds to customer inquiries regarding status and approval process of engineering, planning, fire and building permit applications.
  • Coordinates, assigns and/or processes records and monitors annual utility blanket right-of-way permit agreements and supporting quarterly reports processed by the Public Works Department. [LB1] 
  • As directed, processes address changes and street name changes.
  • Processes and collects required fees for a variety of applications, balances cash and sets up daily pay files, resolves problems in cashiering process and processes refunds. 
  • Maintains and tracks financial guarantees.
  • Designated “Permit Assistance Staff” (RCW 36.70B.220) and is able to perform the functions of the Permit Services Assistant.

Parking Program Duties:

  • Oversees administration of the City’s commuter, residential and business permit parking programs, including coordination with other departments.
  • Responsible for the parking permit renewal process.

Records Management Duties:

In compliance with the Washington Public Records Act:

  • Develops and implements records management systems related to job duties and in coordination with the City’s designated Records Officer and impacted staff.
  • Coordinates, assigns and/or performs updates to existing or new records management systems (may be software, databases, logs and/or files) in order to maintain records on a variety of departmental functions.
  • Responds to public record requests.

Other Duties:

  • Responsible for ensuring timely processing of legal notices and meeting packets, including overseeing transcription of meeting minutes.
  • May provide administrative secretarial support to hearing examiner, city boards/commissions, and city council.
  • Serve as administrator (or co-administrator) of the permit tracking software system and liaison to permit tracking software system and IT Division.
  • Participates with the director in establishing the Permit Services Division work plans and budget.
  • Responsible for administrative support of the bid process for City projects.
  • May serve as a notary.
  • Performs other duties as assigned.

Physical Demands and Work Environment:

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 will be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls.  The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms; and stoop, kneel, crouch, or crawl.

Duties are performed in an office environment with some fieldwork.  Employee must be able to operate a motor vehicle.

Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Employees must be able to perform multiple work tasks at the same time, perform well with frequent interruptions, and tolerate a fairly high level of stress.

The noise level in the work environment is usually moderate.

Essential Skills and Abilities:

Knowledge of:

  • Basic codes and regulations governing area of assignment.
  • Current office methods, technology, procedures, practices and business writing.
  • Proper use of the English language, spelling, grammar and punctuation.
  • Filing and record keeping systems.
  • Permit processing, zoning and building code procedures and municipal liabilities.
  • Procedures for maintenance and storage of records, files, documents and logs related to permits.
  • City government functions and policies.
  • Laws, regulations, ordinances and codes governing area of assignment.
  • Working knowledge of computer software, such as, Microsoft Office, permit software, website content management systems, and other software necessary to complete work and working knowledge of teaching methods for same.
  • Construction terminology.

Ability to:

  • Establish and maintain effective working relationships with city departments, private businesses, and the general public.
  • Comprehend and apply technical information.
  • Work under pressure with interruptions and challenging deadlines.
  • Communicate effectively in clear and persuasive oral and written language to individuals and groups.
  • Resolve conflicts among competing interest groups.
  • Organize and prioritize work assignments.
  • Provide subordinate personnel with leadership, counsel, training, teaching, and motivation  to effectively perform their duties.
  • Identify division’s needs and future direction in response to changing community needs; to develop, implement and monitor appropriate planning and action steps within the context of the Department and City objectives.
  •   Accurately interpret codes, resolutions, and policies, proposing amendments as warranted.
  •   Pay attention to detail and coordinate the work of others to prevent errors
  • Develop and design documents, spreadsheets and databases using applicable software.
  • Sit and stand for extended periods of time.
  • Pass the background check for this position.

Qualifications

Minimum Educational and Experience Qualifications:

Any equivalent combination of education, which provides the applicant with knowledge, skills and abilities, required to perform the job.  A typical way to obtain the knowledge and ability would be:

Experience:   Three or more (3+) years of specialized/technical training in development regulations with increasingly responsible experience in the issuance of a variety of engineering, planning, fire and/or building permits.

Education:  Associate of Arts degree supplemented with additional training in computers, office machines and technical aspects of permitting.
 
License and Certificate Requirements:

Certification: International Code Council (ICC) Permit Technician or must be able to obtain such certification within six (6) months from beginning work.

Must maintain a current Washington State driver’s license.

Supplemental Information

This position is represented by the Public, Professional & Office-Clerical Employees and Drivers Local Union No. 763 (Representing the Office-Clerical Technical Employees).

The City of Mukilteo is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.