- A minimum of one (1) year of experience providing excellent customer service over the phone and in person, including experience working with people who are experiencing extreme emotions or stress
- A minimum of one (1) year of experience entering and retrieving data into/from a database
- A minimum of one (1) year of experience writing clear and concise correspondence
- A minimum of one (1) year of experience working with Microsoft Word
- Experience working with file management or recordkeeping systems
- Experience as a Permits Specialist or similar position processing permit, license or similar applications
- Experience using an electronic permit tracking system, such as Accela, Project Dox, or other similar systems
- Experience receiving and processing payments and balancing financial transactions
- Experience in the land use, development and/or construction industry
- Coordinate hearings before two Land Use Hearings Officers, including scheduling, monitoring legal timelines, organizing the public record, managing the public notice process, and providing administrative support to Planners and the Hearings Officers.
- Provide internal and external customer service via phone, email and in person regarding land use application processing with a focus on fees, payment processes, notice requirements, records organization, legal time lines, application status, and data maintenance.
- Calculate and collect application and research fees, ensure correct fee tracking in Accela permits database, process refunds and balance cash drawer receipts.
- Intake new land use applications, pre-application conference requests and research requests. This includes entering in Accela permits database, organizing an electronic file, and assigning the file to a Planner. Looking ahead to imminent deployment of a new digital permitting platform, these duties will transition to a greater focus on assisting customers with navigating the new system and acting as coordinators in the permit pre-screen phase.
- Oversee and implement the public notice process for land use applications and decisions. This includes using the PlanMap GIS-based system to generate mailing labels based on legally required, and varied, notification distances; conducting quality-control reviews of Planner-generated data for public notice/decision documents; ensuring that Hearings Officer decisions are mailed to required parties; generating notices; and preparing notices and decisions for mailing.
- Document management and retention, including organizing older paper files for permanent retention on microfilm, organizing newer digital files for expected move to SharePoint database, scanning and indexing by location and type historical paper research files, uploading documents to Accela for public access.
- Represent Planning & Zoning in coordination efforts with other DTD division staff, Technology Services staff and outside vendors on maintenance, design and deployment of permits-related software (Accela, OAS, ProjectDox)
- Assist with addressing and road naming, including assigning new addresses, reviewing proposed new road names for compliance with the County Code, providing external customer service for address/road name questions and concerns, providing internal customer service to county programs and other government agencies that rely on address data (GIS, Assessment and Taxation, Building Codes, C-COM, fire districts, cities, post offices).
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Permits Specialist - Oregon City, United States - Clackamas County
Description
JOB DETAILS AND QUALIFICATIONS
If you answered "yes" to the questions above, please read on
We are searching for a motivated and customer service-oriented individual with strong communication and interpersonal skills to join our team as a Permits Specialist with the Planning and Zoning program of the Department of Transportation & Development. If selected for this position, your main focus will be to provide assistance in the intake, processing and issuance of land use permits. You will have the opportunity to work with the ACCELA permitting system and the Development Direct/Project Dox permit review software to accomplish the critical duties of this position.
Required Minimum Qualifications/ Transferrable Skills:*
Preferred Special Qualifications/ Transferrable Skills:*
*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.
TYPICAL TASKS
Duties may include but are not limited to the following:
WORK SCHEDULE
This position works 40 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.
