Building Department Clerk/Permit Tech

CITY OF KALISPELL

POSITION VACANCY

AN EQUAL OPPORTUNITY EMPLOYER

Job Title: Building Department Clerk/Permit Tech

Department: Planning

Division: Building

Union: AFSCME

Salary: $21.07/hr.

Benefits: 100% paid health insurance for employee & reduced rates for dependents. State retirement plan, 3-weeks’ vacation, paid sick leave, 10 State and Federal holidays. This position may be participating in a *VEBA program.

FLSA: Non-Exempt

Date: February 27, 2024

A. GENERAL PURPOSE:

Working under the general direction of the Development Services Director, performs a variety of routine and complex clerical, administrative and technical work processing, issuing and tracking permits, accounting and data processing work requiring background and training in secretarial skills, general office management and working with the public. Requires a moderate working knowledge of building, plumbing, mechanical and zoning codes and the ability to apply city codes, policies, procedures, rules and regulations enforced by the department.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES (90%):

Note:It is expected that every employee should be on time, fully prepared, every day the employee is scheduled to work. We expect every employee to strive for perfect attendance.

The following duties are typical for this classification. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

a. Provides general zoning, building and related code information to permit applicants and the general public, and provides guidance in filling out various permit applications and forms. Ensures applicants understand the permitting process and the necessary information and attachments required to submit an accurate and complete application.

b. Collects fees for permits issued, impact fees and water and sewer connection fees. Enters data into monthly spreadsheets and prepares monthly permit reports, sewer and water reports and census reports. Distributes reports and correspondence.

c. Receives building code or land use questions either at the counter or by phone, fax or e-mail and directs them to the appropriate person.

d. Keeps a ledger for all department transactions. Writes receipts. Accepts fees and assigns fees to the proper accounting line. Turns in fees and reconciles receipts. Prepares and files vouchers.

e. Processes permit applications. Reviews submittals and accepts complete applications. Logs applications and routes to appropriate review staff. Prepares permits for issuance. Issues permits after verifying their accuracy and approvals from other City departments. Collects certificate of occupancy sign offs from other departments and prepares the certificate of occupancy.

f. Maintains appropriate files including the master address file system and address files for owners, contractors, architects and engineers. Creates and maintains accurate and timely permit records. Compiles and maintains a variety of data on permitting activity such as the type and number of permits and buildings, revenue and expenses, valuation, inspections, deficiencies, corrections, conditions etc.

g. Applies and analyzes permitting system and permit program and recommends changes to make the process/system better.

h. Assures that policies and procedures are followed in the receipt, routing and processing of applications. Prepares, maintains and stores documents, records, files and logs related to permit activity.

i. Schedules inspections and maintains an inspection activity log. Pulls appropriate paperwork prior to inspection, posts inspection comments and re-files paperwork. Coordinates the permitting process with the building official, inspectors, planners, engineers, fire inspectors and other agency staff.

j. Verifies the assigned building addresses with GIS.

k. Performs research on codes, ordinances, rules, regulations, policies and procedures, as assigned, to evaluate and recommend improvements. Researches problems and complaints regarding buildings, construction and codes compliance.

l. Assists in the resolution of complex and sensitive customer service issues, either personally, by telephone or in writing. Maintains records and documents of customer service issues and resolutions.

m. Serves as administrative back up for Planning and Building Department staff during times when the Office Supervisor/Administrative Coordinator is away from their desk (vacation, sick leave, training, etc.). In addition; this position may provide back support to the Planning Board, Board of Adjustment and the Technical Advisory Committee (TAC) and occasionally to other special planning or building oriented committees.

n. Answers multi-line phone and assists walk in customers.

C. PERIPHERAL DUTIES (10%):

a. Purchases and records books and office supplies and equipment.

b. Assists other staff within the Planning and Building Department.

c. Performs other related duties as assigned.

D. SUPERVISION RECEIVED:

Work is performed under the general direction of the Development Services Director, and specifically under the supervision of the Building Official.

E. SUPERVISION EXCERCISED:

There are no supervisory requirements associated with this position.

F. DESIRED MINIMUM REQUIREMENTS:

a. Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, accounting, and data processing.

b. Two years’ experience in an office environment.

G. KNOWLEDGE, SKILLS & ABILITIES (KSA’S):

a. Working knowledge of computers, program application and electronic data processing;

b. Working knowledge of modern office practices and procedures.

c. Knowledge of spreadsheets, generation of reports and word processing.

d. Knowledge of general ledger accounting principles.

e. Skill in operating listed tools and equipment.

f. Ability to perform arithmetic computations accurately and quickly;

g. Ability to communicate effectively verbally and in writing;

h. Ability to establish successful working relationships;

i. Ability to work under pressure and/or frequent interruptions; ability to work with angry or difficult customers;

j. Ability to handle money and be bonded.

H. SPECIAL REQUIREMENTS:

a. ICC Permit Technician certification desired upon filling the position or within six months;

b. Preference given to those with knowledge of Crystal Reports and or building permit software.

I. TOOLS AND EQUIPMENT USED:

PC, 10-key calculator, multi-line phone, cellular telephone, printer, fax, copy machines, recorder and dicta phone.

J. PHYSICAL DEMANDS:

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

b. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.

c. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

K. WORK ENVIRONMENT:

a. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

b. The noise level in the work environment is usually quiet.

c. Office hours are typically 8:00 a.m. - 5:00 p.m. Monday through Friday excluding holidays, however there may be some occasions when assistance at a night meeting may be required. Management reserves the right to change the schedule subject to the needs of the City.

L. SELECTION GUIDELINES:

a. Formal application, rating of education and experience; oral interview and reference check; other job related tests may be required.

b. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

c. Kalispell is an Equal Opportunity Employer. In compliance with the American with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

d. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

*VEBA (Voluntary Employee Benefit Association) is a tax-exempt health reimbursement account used by employees and their eligible dependent to pay for eligible medical expenses. The plan is funded by an employee’s sick and/or vacation banked hours upon leaving City employment.

POSTED: March 4, 2024

CLOSES: Open until filled with preference given to those that apply by March 15, 2024.

NOTICE!

ONLY CANDIDATES SELECTED FOR INTERVIEWS WILL BE CONTACTED.

A City application can be obtained from:

· The Human Resources Department with the City of Kalispell, 201 1st Avenue East,
Kalispell, MT 59901. (406) 758-7774 or (406) 758-7757; or

· Job Service, 427 1st Avenue East, Kalispell, MT 59901. Phone (406) 758-6200; or

· Online at the City of Kalispell website: https://www.kalispell.com/236/Human-Resources

Approval: ___________________________________ Date: ____________________________

Department Head/Supervisor

Approved: __________________________________ Date: ____________________________

Human Resources Director

Approval: ___________________________________ Date: ____________________________

City Manager/Hiring Authority

REVISED: 2/27/2024

Job Type: Full-time

Pay: From $21.07 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person