Bob Brown, Community Development Director Annette Chavez, Chief Building Official Gail Papworth, Principal Human Resources Analyst

Transcription

1 STAFF REPORT MEETING DATE: September 12, 2017 TO: FROM: City Council Bob Brown, Community Development Director Annette Chavez, Chief Building Official Gail Papworth, Principal Human Resources Analyst 922 Machin Avenue Novato, CA / FAX 415/ SUBJECT: ADOPT A RESOLUTION AMENDING THE FISCAL YEAR 2017/2018 OPERATING BUDGET TO RECLASSIFY A SENIOR OFFICE ASSISTANT POSITION WITHIN THE COMMUNITY DEVELOPMENT DEPARTMENT TO A PERMIT TECHNICIAN POSITION REQUEST Adopt a resolution to amend the Fiscal Year 2017/2018 operating budget to reclassify a Senior Office Assistant position to a Permit Technician position, and to increase the budget by approximately $6,936 annually to fund the proposed change. DISCUSSION The Permit Technician classification was adopted on December 9 th, 2014 by the City Council in anticipation of the City s need for more technical administrative support in Community Development Department s One Stop Permit Shop. This para-professional technical class would enhance customer service and support the building inspection and planning functions of the Community Development Department including alleviating much of the lower level permit and planning workload from Building Inspectors and Planners. The salary for the Permit Technician was established at 10% above the Senior Office Assistant position. Essential functions for the class include, but are not limited to, the following: Serve as first line of contact to internal and external customers on building, planning and code enforcement related issues; provide information and direction to the public related to the permit processes via phone, and counter work. Advising contractors, developers, engineers, architects and the public on permit process requirements; assisting the public in completing applications for building permits; explaining reasons for routine denial of applications, identifying additional requirements, and explaining the process for reapplying. Review, interpret, and provide information and direction to the public regarding applicable local, State and Federal regulations, codes, ordinances, documents, standards and guidelines. cc17_156 1

2 Perform minor plan checks reviews such as simple room additions, tenant improvements, air conditioners, and pool/spa installations to ensure compliance with building and zoning code regulations; review, log-in and coordinate routing of various plans and permits; calculate land use related fees and provide fee estimates as requested; issue permits when plans are approved. Perform plan checking by comparing drawings of proposed improvements against drawings, which illustrate standards applicable to various projects. These duties require a higher level of technical expertise in building codes and city planning along with qualification standards that include knowledge of permit and plan check procedures, construction plans and specifications, and building, zoning, engineering and planning codes, and regulations related to the permits process. The opportunity to fill the position now exists due to an anticipated vacancy at the Senior Office Assistant level. With this vacancy, staff is recommending upgrading the vacant Senior Office Assistant position to a Permit Technician position. In utilizing the existing Permit Technician classification in this position, the Department will be able to provide more technical expertise to customers at the front counter and allow more time for Building Inspectors to spend in the field creating a shorter turn-around time for building inspection requests and more efficient customer service to residents seeking permitting information and help. FISCAL IMPACT Assuming the position is filled in September of 2017, the fiscal impact for Permit Technician for FY 17/18 is approximately $1,734. This amount reflects salary and the cost of benefits. Thereafter, the annual increased cost will be approximately $6,936. RECOMMENDATION Adopt the resolution to amend the Fiscal Year 2017/2018 operating budget to reclassify a Senior Office Assistant position to Permit Technician and to increase the budget by approximately $6,936 annually to fund the proposed change. ALTERNATIVES Don t approve the implementation actions at this time. ATTACHMENT 1. Resolution 2. Class Specification for Permit Technician 2

3 CITY COUNCIL OF THE RESOLUTION NO. RESOLUTION TO AMEND THE FY 17/18 OPERATING BUDGET TO APPROVE THE RECLASSIFICATION OF ONE SENIOR OFFICE ASSISTANT POSITION WITHIN THE COMMUNITY DEVELOPMENT DEPARTMENT TO THE CLASSIFICATION OF PERMIT TECHNICIAN WHEREAS, as part of the ongoing process of restructuring and aligning staffing levels with the building permit and code enforcement workload, the City s financial resources and the City Council s strategic goals, it is recommended that the reclassification of one Senior Office Assistant position to the existing class of Permit Technician be approved to provide support for the Building, Planning, and Code Enforcement divisions and increase effective customer service at the business counter and WHEREAS, the recommended allocation can be accomplished with minimum impact to the FY 17/18 operating budget; and WHEREAS, approving the position is part of the ongoing process of ensuring that the One Stop Permit Shop is properly organized and is staffed at the appropriate levels. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Novato hereby amends the FY 17/18 operating budget to approve the reclassification of one Senior Office Assistant to the classification of Permit Technician. * * * * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the 12 th day of September, 2017, by the following vote, to wit: AYES: NOES: ABSTAIN: ABSENT: Councilmembers Councilmembers Councilmembers Councilmembers City Clerk of the City of Novato Approved as to form City Attorney of the City of Novato res5090 3

4 PERMIT TECHNICIAN Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To perform responsible technical and administrative work in one or more specialized land development areas including Building, Code Enforcement and Planning; to provide information and direction to the public on processes and requirements associated with construction, community development, planning, and building; and to receive, review, route, process and perform minor plan checking of minor applications and permits. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from a higher level supervisor. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: Serve as first line of contact to internal and external customers on building, planning and code enforcement related issues; provide information and direction to the public related to the permit processes via phone, and counter work. Advising contractors, developers, engineers, architects and the public on permit process requirements; assisting the public in completing applications for building permits; explaining reasons for routine denial of applications, identifying additional requirements, and explaining the process for reapplying. Review, interpret, and provide information and direction to the public regarding applicable local, State and Federal regulations, codes, ordinances, documents, standards and guidelines. Perform minor plan checks reviews such as simple room additions, tenant improvements, air conditioners, and pool/spa installations to ensure compliance with building and zoning code regulations; review, log-in and coordinate routing of various plans and permits; calculate land use related fees and provide fee estimates as requested; issue permits when plans are approved. Perform plan checking by comparing drawings of proposed improvements against drawings, which illustrate standards applicable to various projects. 4

5 Permit Technician (Continued) Serving as liaison between building permit applicants and the referral division, department and outside agency; assisting in resolving problems related to the permit review and issuance process. Perform inspections of routine nature, where applicable standards are well defined. Access, enter, and update computerized plan check data entry and tracking systems; provide information to the public relating to the status of projects and permits. Confer with and provide information to architects, builders, contractors, engineers and developers regarding fees; prepare reports, memos, and letters pertaining to development review and permitting. Making determinations from plans and related documents on building area, occupancy group, etc, and calculating and assessing fees by using or measuring scale plan dimensions, project classification, and schedule of fees; presenting and collecting fees. Monitor City Council action regarding modifications to or adoption of new development fees; work with all City development departments to collect fee updates. Create and update a variety of maps and graphic illustrations on the computer using a variety of drafting and graphics software. Review commercial and residential plans for plan check approval. Update and maintain land use databases; create reports, queries and compile statistical data using database functions. Coordinate development services related revenue collections with the City s finance department. Research, compile and analyze data for special projects and various reports. Maintain manuals and update resource materials. Recommend and participate in implementation and improvement of policies and procedures. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. Marginal Functions: Perform related duties and responsibilities as required. QUALIFICATIONS 5

6 Permit Technician (Continued) Knowledge of: City permit and plan check procedures, rules, regulations and guidelines. Maps, construction plans and specifications. Pertinent local, State and Federal regulations, building, zoning, engineering and planning codes and regulations related to the permits process. Land use planning, design and construction processes. Research techniques, resources and sources of information related to land development functions. Principles and practices of customer service. English usage, spelling, grammar and punctuation. Business letter writing and report preparation. Modern office equipment and procedures including use of word processing, database, and spreadsheet applications. Ability to: Interpret, apply and explain advanced regulations and standards. Understand complex construction plans and specifications. Respond to and assist in the resolution of difficult and sensitive development related inquiries and complaints. Read and understand construction drawings and blueprints. Calculate fees and apply fee formulas to buildings or projects. Independently prepare correspondence and memorandums. Use independent judgment and personal initiative. Learn and operate the permit tracking software and system. Know, understand, interpret and explain department and program policies and procedures. 6

7 Permit Technician (Continued) On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures. Analyze situations carefully and adopt effective courses of action. Research, compile, analyze, interpret and prepare a variety of statistical and administrative reports. Prepare correspondence and memorandums. Conduct routine analytical studies; problem solve. Make accurate mathematical calculations; utilize geometry. Operate a computer using word processing, spreadsheet, and business software and other office equipment. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective, tactful and positive working relationships with those contacted in the course of work including various cultural and ethnic groups. Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect. Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication. Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service. Demonstrate an entrepreneurial spirit by generating new, innovative ideas and development of better methods to accomplish tasks and complete projects. Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintaining safe personal and common workspaces. Experience and Training Guidelines 7

8 Permit Technician (Continued) Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three (3) years of increasingly responsible clerical or technical work which included extensive public contact, including one (1) year working in community development, building permitting, plan checking, building inspection, construction engineering, or a similar field. Education: Equivalent to completion of twelfth grade, preferably supplemented by college level sources in urban planning, engineering or related field. Associate s degree in urban planning, utility engineering, or related field is desirable. Possession of a International Code Council (ICC) Permit Technician is required within one year of appointment. WORKING CONDITIONS Environmental Conditions: Office environment utilizing computers. Duties require positions to, on a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, and write or use keyboard to communicate through written means; and lift or carry weight of 10 pounds or less. File: FLSA: Created: Revised: Permit Technician Non-Exempt 8