Permit Service Representative
Competition Number: 24/195
Posting Scope: Internal / External
Posted Date: August 22, 2024
Closing Date: September 24, 2024, 4:30 PM PST
Department: Planning and Development
Posting Type: Temporary - up to 11 months
Work schedule: Monday to Friday ( 35 hour work week)
Salary: $ 37.65 per hour, Pay Grade 9
Job Code: 4339
Employee Group: This is a CUPE Local 50 position
Number of Vacancies: 1
Work from Home
The successful candidate for this posting may be eligible for participation in a hybrid, work from home arrangement in alignment with the City’s Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.
Flex
The successful candidate for this vacancy would participate in a modified work week, earning a flex day off each bi-weekly period by working additional time each day. Modified work weeks established in accordance with the CUPE Local 50 Collective Agreement and are subject to change.
POSITION FUNCTION
Perform administrative, technical and regulatory functions related to the processing and issuance of building, plumbing, electrical, sign and other construction-related permits in accordance with applicable bylaws, statutes and regulations; coordinate permit records and website information.
KEY DUTIES
Provide coordination for a Permits and Inspections records management system, both electronic and paper; make recommendations for improvements to departmental processes such as permit circulation and record keeping in relation to drawings, permit related documents and paperwork in address files; research and develop content for division forms such as applications and checklists; facilitate approved changes.
Administer system for permit issuance process, including intake, circulation and issuance using the departmental electronic permit tracking system; generate reports to facilitate and track permit status; maintain and update spreadsheet database to track new and archived plans.
Coordinate the distribution of permit related process information on the City’s website by collecting information and drafting content in consultation with department and communications staff; upload content to website.
Receive, review and analyse sign permit applications and perform calculations to assess compliance with sign regulation bylaw, respond to applicant regarding compliance or changes required to meet compliance; recommend application for approval or denial to Chief Building Inspector; monitor and follow-up on status of applications.
Receive permit applications, plans and required documents for building, plumbing, electrical, demolition, sign, blasting and excavation; review applications and assist applicant to ensure completeness of information; update property records and enter permit information onto permit tracking system; administer permit application circulation to required departments; review departmental comments and inform applicants of issues requiring changes; maintain a variety of manual and computerized records and related files; request and collect required documentation such as Home Owner Protection Office certification, Development Cost Charges, letters of assurance, blasting insurance, letters of credit and additional fees; issue occupancy/completion certificates upon approval; forward to appropriate departments for refund of deposits, business license approval, B.C. Assessment and Finance Department for new or changes to services.
Respond to enquiries from the public, professional consultants and other departments by providing information regarding records, fees, permit procedures, bylaws and policies; schedule on-site appointments for inspectors; direct enquiries to appropriate department. Calculate applicable permit costs and make adjustments as required; collect payments for a variety of permits and services; issue approved permits as required; enter and update transactions into computerized cash and inventory control system; balance and verify daily revenue; prepare bank deposits; maintain records of deposits, permits and fees.
Type a variety of letters, memos, and reports; compose routine correspondence regarding permit application issues and fees; operate a variety of office equipment including fax/scanner and photocopier machine.
Perform related duties where qualified.
INDEPENDENCE
Work is generated by construction and sign permit activity and requests for service or is assigned by supervisor.
Work is reviewed through discussions with supervisor.
Issues such as building, plumbing and electrical code enquiries are referred to inspectors.
WORKING CONDITIONS
Physical Effort:
Lift, carry or transport medium to heavy weight plans and material. (occasional)
Sit or stand with arms unsupported while keyboarding. (frequent)
Prolonged standing at counter. (often)
Work from ladder while filing. (occasional)
Mental Effort:
Deal with negative and verbally abusive comments and complaints. (occasional)
Visual/Auditory Effort:
Focus on detailed drawings and a variety of source data and computer for short periods. (frequent)
Work Environment:
Office.
File Room. (Occasional)
Exposure to dust from archival plans. (rare)
KEY SKILLS AND ABILITIES
Organize and prioritize work.
Understand and apply administrative and regulatory functions related to processing and issuance of sign and construction-related permits.
Type 60 wpm; working level operation of current City word processing, spreadsheet and other related departmental software.
Use standard office equipment.
Read and interpret technical drawings and plans.
Interpret related policies, regulations and bylaws.
Maintain accurate records and coordinate record keeping practises.
Establish and maintain effective working relationships.
Deal effectively with the public and outside agencies.
QUALIFICATIONS
Formal Education, Training and Occupational Certification:
Accredited courses in Engineering or Architectural Technology. (6 Months)
High school graduation.
Experience:
2 years of related experience.
or an equivalent combination of education and experience.
OTHER:
May be requested to substitute in a more senior position.
To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.
The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.
If you require assistance, please email us at [email protected].
