Permit Coordinator

Overview

This is a provisional appointment.

Brief Job Description (essential functions of the position):

Under the general supervision of the Chief Engineer, the Permit Coordinator is primarily responsible for the administration and payment of sidewalk deposits, ramp deposits, and billing invoices. Oversees the administrative portion of the inspection process, including processing requests for inspection from the online system and assisting permittees with any questions regarding the status of their inspection request.

Responsibilities

• Processes requests for deposits: measure frontage and calculate costs. Creates permit in Hansen system. Processes payment in iNovah system.
• Oversees the section of the refund process, including processing request for inspection, dispatching requests to the engineer, changing the milestone in Hansen system, refunding the permit, and regularly reconciling PeopleSoft reports with Hansen reports.
• Maintains and enters data in Microsoft Excel and/or PeopleSoft or in other platforms.
• Produces data queries and reports.
• Interprets and applies programmatic policies for the public and for City staff.
• Responds to questions from contractors/permittees relating to cost of deposit, inspection requirements, vendor ID, and the return of the deposit.
• Provides Police bill data entry into Excel spreadsheets.
• Input actual cut size data from construction inspectors’ reports into Hansen system for bill additional process.
• Manages a file and computerized information sources.
• Maintains the confidentiality of certain budget information.
• Performs related work as required.

Required to work any and all emergencies as directed by the Chief of Streets or designee.

Minimum Entrance Qualifications

• At least three (3) years of fulltime, or equivalent part-time, professional experience in office or business management or administration required.
• Appropriate educational substitutions may be made.
• Working knowledge of Microsoft, PeopleSoft, Hansen, and BAIS Financials is highly preferred.
• Knowledge of budget practices, regulations, procedures, programs, and policies preferred.
• Demonstrated organizational and analytical skills preferred with strong project management skills.
• Good oral and written communication skills are preferred.
• Strong interpersonal and teamwork skills preferred.
• Strong skills in spreadsheet and database software are preferred.
• Ability to solve problems, act creatively, manage multiple tasks, and meet deadlines is preferred.
• Ability to exercise good judgment and focus on details as required by the job.

BOSTON RESIDENCY REQUIRED.

TERMS:

Union/Salary Plan/Grade:  AFSCME/RA-16A

Hours per week:  35