Job description

Facility Contract Services is a Florida based contract services company, responsible for the employment and management of personnel for municipal clients. Facility Contract Services is currently seeking dynamic and goal-driven employees for the City of Pembroke Pines Engineering Division. Employees that are motivated to take on today’s greatest challenges and rewards in the field of local public service and who are passionate about making a difference in local government.

This exciting opportunity in the City of Pembroke Pines operates 4 days a week (Monday through Thursday 7:00 A.M. to 6:00 P.M.) and offers excellent compensation and benefits including health insurance and 401(k) with a Company match.

Job Summary

This is a specialized technical position that provides customer service to process Civil and ROW, (Right of Way) permit applications. The Permit Clerk is responsible for following Engineering Division projects from the initial submittal of plans and permit application until final certification and close out of the permit.

This position involves permit application review, classification of intake plans, routing and tracking plan reviews, invoicing different fees, scheduling pre-construction meetings, permit issuance, scheduling of inspections, and other processes related to permitting and any other regulatory processes to ensure that the requirements have been met and maintain related records.

A significant part of the work involves a great customer services skills while attending to the different calls that the Engineering Division receives and addressing those calls accordingly.

Other duties include inputting and verifying permit related data in our computer systems, assisting customers with questions, coordinating with internal and external governmental agencies, and performing other permit related duties. This position requires the ability to work in a fast-paced environment and use tact and independent judgment to review and answer permit requests with property owners, business owners, engineers, contractors and residents.

Under the supervision of an assigned Supervisor, work is reviewed through observation of operations.

Essential Job Functions:

• Registration process: receive, review, accept or reject permit applications, initiate recording permit cases in COPP - EnerGov ERP tracking system, ensure required contractor’s licenses, and plans are submitted according to City Standards. Submit cases to review, track their progress, coordinate with reviewer until the permit is issued, and update documentation until the permit is properly closed.
• Maintain filing system of correspondence, forms, cards, receipts, reports and records; maintains logbooks, ledgers or other audit and tracking records. Regularly check Emails, reply, and provide project status updates as per request.
• Notifies appropriate parties involved in the plan review and permit application process of status throughout process, including but not limited to reviewers, applicants, contractors, owners and various other individuals concerning the status of their permits.
• Receive, organize and schedule inspections and route telephone calls regarding inspection time frames and questions.
• Responds to public inquiries and requests in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner. Regularly check voicemails, return calls as needed.
• Educate customers in permitting procedures and explain actions required for permitting processing.
• Operation of scanning equipment, copier, plotter, shredder, printer, calculator, facsimile, typewriter or cash register.
• Prepare invoices and coordinate payments via cash, checks or online with contractors to ensure that they are received, processed, and recorded.
• Follow Document Management models in order to keep project’s files accurate and up to date. Duties include a variety of scanning tasks and responsible management of document records.
• Input, verify, and update permit application data base in City’s computer system.
• Review permit applications, plans, and related documents submitted by contractors, professional designers, homeowners, business owners, and various other individuals for completeness determine the correct permit type the applicant should apply for, this includes both hard copy and electronic submittals.
• Notify appropriate parties involved in the plan review and permit application process of status throughout process, including but not limited to reviewers, applicants, and homeowners.
• Respond to public inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
• Guide customers in permitting procedures and explains actions required for permitting processing.
• Interacts and consults with a variety of individuals and groups in the performance of job responsibilities, including City personnel in various departments, outside agencies, property owners, business owners, community groups and others.
• Participates in process improvements for the Department. Perform related work as required.

NOTE:

The omission of an essential function of work does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Job Requirements

A. Training and Experience:

• Graduated from an accredited high school or possession of a GED equivalency diploma.
• Two (2) years of full-time paid experience performing clerical duties and customer service with public interaction
• Must have excellent keyboard skills. Proficient computer skills to include Adobe Acrobat PDF, Microsoft Office including Word, Outlook and Excel.
• Bilingual skills in both English and Spanish- a plus!
• Must be self-motivated with the ability to take initiative with little or no supervision at times.

B. Knowledge, Abilities and Skills:

· Ability to handle multiple tasks at the same time.

· Knowledge of business English and ability to make arithmetic calculations with speed and accuracy.

· Knowledge of office terminology, methods, practices and procedures.

· Ability to grasp municipal departmental rules, regulations, practices and procedures.

· Ability to meet with public in general and contractors to explain statues on the permitting process. Ability to ascertain the different types of permits and fees applicable to each construction project.

· Ability to establish and maintain effective working relations with employees within the Division, Department, and City, as well as external customers such as builders, contractors, property owners, representatives of commercial, industrial, and utility companies, outside organizations with the goal of fostering positive employee relations and employee morale.

· Ability to maintain clerical records and prepare various reports according to City and departmental requirements.

· Ability to meet with the public, and explain processes tactfully and impartially, sometimes in a stressful or emotional situation.

· Ability to work in a fast-paced environment

· Ability to understand and carry out moderately complex oral and written instructions.

· Ability to establish and maintain effective working relationships with fellow employees, superiors, and the general public.

· Ability to learn pertinent codes, laws, ordinances, rules, regulations, policies, and procedures.

· Ability to work in a team with coworkers of Engineering Division and other Departments.

· Ability to communicate information tactfully and impartially.

· Skill in the operation of modern office equipment.

· Knowledge of office practices and procedures.

C. Physical Requirements

Physical: Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to thirty (30) pounds. Descending and climbing stairways and extended periods of sitting and standing may be required

Work Environment: Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions

Sensory: Ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.

BENEFITS:

One of the many advantages of working with the Vesta Property Services family of companies are the great benefits that we offer to you and your eligible dependents. We offer benefits that foster the health and well-being of you and your family such as medical, dental and vision coverage along with programs to enhance your financial security such as disability, life insurance and a 401 (k) retirement plan just to name a few. Benefits are offered to full-time employees (30+ hours per week).

AAP/EEO Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, sexual orientation, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG FREE WORKPLACE

In compliance with the Drug-Free Workplace Act of 1988, Facility Contract Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Facility Contract Services employees and to the security of the company's equipment and facilities. For these reasons, Facility Contract Services is committed to the elimination of drug and alcohol use and abuse in the workplace.

OTHER DUTIES MAY BE ASSIGNED

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time.'

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 4x10
• Day shift

Work Location: One location

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