Permit Administrator

Essential Functions

• Oversees the technical accuracy, completeness, and financial integrity of permit applications by reviewing staff work, maintaining quality standards, and ensuring alignment with city codes, policies, and adopted regulations.
• Builds team capability through targeted training, ongoing coaching, performance evaluations, and regular 1:1 meetings that promote accountability, professional growth, and consistency in review practices.
• Collaborates with internal departments, developers, homebuilders, and other stakeholders by attending meetings, communicating permitting requirements, aligning expectations, and resolving cross-functional issues.
• Provides advanced technical guidance by interpreting approved plans and specifications, analyzing process or system issues, and communicating solutions to staff and customers to maintain service continuity.
• Sets and balances staff workloads to meet service timelines, maintain equitable distribution of tasks, and monitor operational performance.
• Identifies and implements improvements to permitting procedures, streamlines workflows, reinforces quality and safety standards, and contributes to updates of policies, standards, and standard operating procedures.
• Serves as a key liaison by communicating requirements, coordinating expectations, and resolving complex issues to ensure high quality customer service and support the city’s development goals.

Requirements

• Formal Education/Knowledge: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
• Experience: Minimum five years of experience in a related field.
• Certifications and Other Requirements: Valid Driver's License. Reading: Work requires the ability to read general correspondence, permit applications, inspection results, and office procedures. Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, division, basic geometry, and the ability to ensure receipt balances. Writing: Work requires the ability to write office procedures, general correspondence, memoranda, letters, and informational handouts. Managerial: Semi-Complex - Work requires supervising and monitoring performance for a regular group of employees including providing input on hiring/disciplinary actions and work objectives/ effectiveness, performance evaluations, and realigning work as needed. A first line supervisor typically performs these functions. Budget Responsibility: Moderate – Supports the preparation of budget documents; may do research to justify data used in documents for a unit or division of a department. May recommend budget allocations. Often compiles data and/or enters or oversees data entry. May have responsibility for monitoring budget expenditures (typically non-discretionary expenditures). Policy/Decision Making: Significant - The employee normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. More complex work as well as decisions with more significant impacts are typically reviewed prior to being finalized. Technical Skills: Broad Application - Work requires the use of standard technical skills appropriate to the work environment of the organization. Limited analysis and independent thinking is utilized. Interpersonal/Human Relations Skills: High – Interactions at this level usually impact the implementation of policies. Contacts may involve interpretation of how policies are implemented and may require discussion and the support of controversial positions or the negotiation of sensitive issues or important presentations. During interactions on policy implementation, contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.
• 12 Month Objectives: Build a strong operational foundation by learning all permitting workflows, quality standards, and review procedures. Establish consistent 1:1’s with staff and begin assessing individual strengths, development needs, and workload patterns. Demonstrate and share daily core values and strengths within the huddle structure and participate in strengths coaching with a certified coach.
• 3 Month Objectives: Strengthen team alignment and customer service by reviewing current stakeholder expectations, attending key coordination meetings, and identifying immediate process bottlenecks or communication gaps that require attention.
• 6 Month Objectives: Demonstrate measurable improvements in operational performance by enhancing permit quality, reducing rework, improving customer satisfaction, and achieving consistent adherence to service level timelines across the permit team.
• 12 Month Objectives: Lead a full cycle of continuous improvement by contributing to policy or SOP updates, strengthening cross-department coordination, and implementing process enhancements that streamline permit intake, review, and communication with stakeholders.

Benefits

• Vacation Leave: 14 days per year, increasing with longevity.
• Sick Leave: 12 days per year.
• Holidays: 12 paid holidays per year, including one floating holiday the first full pay period of January.
• Health Insurance: Three health plans available to select from at a group rate.
• Dental Insurance: Two dental plans available to select from at a group rate.
• Vision Insurance: Available at a group rate.
• Flexible Spending Accounts: Health Care and Dependent Care accounts available.
• Short Term Disability Insurance: City-paid coverage.
• Cancer Benefit: City-paid coverage.
• Life Insurance: City-paid insurance valued at twice the annual salary ($400,000 maximum); additional life insurance for self and/or dependent is available at employee's cost.
• Longevity pay beginning at year six.
• Tuition Assistance: $5,250 per calendar year.
• Employee Assistance Program.
• Onsite wellness center/clinic.
• RoBust employee well-being program.
• Free identify theft monitoring and protection with Aura.
• Deferred Compensation Plan: 2% city match (employee contributes 1%).
• Retirement Health Savings: $22.50 city contribution (employee contributes $12.50 per pay period).
• Retirement: Arizona State Retirement System (ASRS) Defined Benefit plan with mandatory city and employee contributions currently at 12.00%. Plan includes Long Term Disability Benefit.