PTS Office Assistant, Permit Process ID - 12378
Description/Duties & Responsibilities The City of Santa Clarita is recruiting for a part-time, temporary, seasonal (PTS) Office Assistant to assist building permit cases through the permit process, enter project information in the City's permit system, and correspond with project applicants and contractual service providers. This position is based out of City Hall and is expected to work an estimated 20 hours per week, with a flexible schedule. Duties and Responsibilities: Distributes construction plans, documents, and other information to contractual service providers for plan review.
Receives plan review comments and other correspondence from contractual service providers, updates the City's permit system, and prepares information for receipt by the applicant(s). Tracks the status of building permit cases that utilize contractual services. Maintains an ongoing spreadsheet and daily report.
Ensures timely response in plan review by communicating with contractual service providers. Responds to applicant and staff inquiries regarding the status of building permit cases. Coordinates with Permit Specialist staff to verify that project information and fees are entered correctly into the City's permit system.
Provides contractors, design professionals, building inspectors, City staff, and the general public with specific information regarding the City's plan review and permit processes. Assists staff in other duties as assigned to keep accurate permit records and move projects through the permitting process. Assist staff in updating informational handouts on the City's website and within the Permit Center.
Occasionally assists with answering phone calls on the Building & Safety main switchboard and inspection hotline. Completes other duties and assignments as directed Education and Experience High school diploma or GED equivalent Two years of experience performing customer service and office support duties, preferably in a public setting Experience with the permit process and related construction regulations is desirable Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
Knowledge and Abilities Knowledge of or the ability to learn the permit process for new construction, including policies, procedures, and regulations; and the ability to understand, interpret, and explain City and department policies, regulations, and procedures to others Strong customer service skills and the ability to provide relevant information and assistance in a fast-paced setting at the public counter, on the phone, and through email Strong conflict management skills and the ability to find workable solutions and resolve difficult issues with professionalism and tact Strong organizational skills and the ability to effectively prioritize daily workload, coordinate multiple projects simultaneously, be flexible to changing priorities, and meet time-sensitive deadlines Strong verbal communication skills and the ability to explain complex permit information to customers
written communication skills and the ability to develop reports, documents, and general correspondence Strong interpersonal skills and the ability to build strong collaborative relationships with contractors, design professionals, building inspectors, City staff, and the general public Strong records management skills and the ability to prepare and maintain effective tracking and record-keeping systems Strong attention to detail and the ability to produce work that is accurate and complete Strong computer skills and the ability to use Microsoft Outlook, Word, and Excel; the ability to use
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Geographic Information Systems and Adobe programs; and knowledge or ability to learn Accela, the City's permit tracking system Strong work ethic and the ability to work both autonomously and within a collaborative team Ability to lift, drag, and push files, paper, and documents weighing up to 25 pounds Additional Information An online completed City application form is required to apply for this position. All employment information must be provided on the application.
Providing a resume is not a substitute for completing this section of the application. Applications left incomplete, or with a reference to attachments may be rejected. The selection process will include one or more of the following: written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews that may be conducted in person and/or via video conferencing.
Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions. If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance. All offers of employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States and Department of Justice fingerprinting.
Criminal offender information will be reviewed on an ongoing basis. The City uses the E-Verify program to electronically confirm work authorization of newly hired employees. As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency (in accordance with Government Code 3100-3109).
Before entering upon the duties of employment, all public employees, except those excluded by law, take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need. In addition, part-time, temporary, and seasonal (PTS) employees may be required to participate in the DMV Employer Pull-Notice Program. This program authorizes the City to receive a driver record report upon enrollment and during employment.
Part-time, temporary, and seasonal (PTS) workers are at-will. Generally, PTS employees are limited to no more than 999 hours. APPLICATION DEADLINE: This position will remain open until filled.
