Permit Services Manager

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Permit Services Manager

Salary

$101,520.00 - $123,384.00 Annually

Location

West Sacramento, CA

Job Type

Regular Full Time

Job Number

2024-00046

Department

COMMUNITY DEVELOPMENT

Division

COMM DEVELOP/BUILDING

Opening Date

05/17/2024

Closing Date

6/14/2024 11:59 PM Pacific

• Description

• Benefits

• Questions

An official City of West Sacramento application form must be filled out, in its entirety. It is the applicant's responsibility to explain their qualifications fully and clearly. In addition, applicants must submit a resume and complete the required supplemental questionnaire (if applicable). Incomplete information on the application, resume and/or supplemental questionnaire may be cause for disqualification. Application packages will be reviewed and screened for qualifications. Additional screening criteria will be developed based on the supplemental questionnaire (if applicable).

Consider the City of West Sacramento and be at the forefront of shaping our community's growth and development as a Permit Services Manager. We're seeking an individual with a passion for efficient processes, a dedication to responsive and transparent customer service, and a knack for problem-solving. The successful candidate will provide expertise in leading the team of qualified Permit Technicians in maintaining a high degree of customer service and responsiveness.

If you thrive in a dynamic environment where your expertise can make a tangible impact, this is the opportunity for you. Join us as part of a highly-respected Building Division team committed to fostering innovation and excellence in permit services, ensuring a seamless experience for residents and businesses alike.

The Permit Services Manager position now available in the Community Development Department - Building Division is critical to ensuring the safety, quality, and compliance of construction projects within the City of West Sacramento while providing efficient and effective permitting services to the community. This includes supervising the permit technicians wh o process permit applications and ensure construction projects comply with all applicable codes and regulation and interpreting and providing guidance on building codes, regulations, policies, and procedures to staff, contractors, developers, and the general public. This position is critically important to establishing and maintaining effective working relationships with architects, engineers, contractors, developers, and other stakeholders involved in the permitting and construction process. In addition, this position will monitor and analyze permitting activity levels, revenue collection, and operational performance metrics to identify areas for improvement and oversee the implementation of strategies to maximize transparency, responsiveness and efficiency.

Preference will be given to candidates who possess an International Code Council (ICC) Permit Technician and ICC Building Plans Examiner certificate.

DEFINITION: Under the direction of the Chief Building Official, the Permit Services Manager is responsible for and oversees the planning, coordination and organizing of the day-to-day operations of the Permit Center, including virtual operations within the Community Development Department; assists the Chief Building Official and Director of Community Development or their designee in the performance of a variety of administrative and technical level tasks. The Permit Services Manager is an at-will position that is appointed by and sits at the pleasure of the City Manager.

SUPERVISION RECEIVED AND EXERCISED: Receives general direction from the Chief Building Official or their designee under the overall direction of the Director of Community Development. Exercises direct supervision over professional, technical, and supervisory staff.

CLASS CHARACTERISTICS: This is a single, management level position. The incumbent reports to the Chief Building Official under the overall director of the Director of Community Development and has responsibility for providing daily supervision to assigned staff.

EXAMPLES OF ESSENTIAL FUNCTIONS: (Illustrative Only): Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Supervises Permit Center Staff work activities of providing information and direction to the public on planning, development engineering and building issues, processes and requirements.

• Reviews permit applications, plans and supporting documents for proper form, completeness, sufficiency of information, conformance with standards and codes, and compliance with City requirements.

• Provides expertise in software and online applications and processes, including Accela; coordinates technology implementation and upgrades as the Department’s lead for technology implementation and program development.

• Trains, coaches, disciplines and evaluates assigned staff.

• Provides direct oversight of all permit functions including the coordination, routing, and review of all applications received; ensures all permits/applications are processed within established timeframes and in accordance with guidelines and procedures.

• Ensures all permit and entitlement records are maintained and retained as required in the appropriate electronic formats.

• Contributes to streamlining processes and increasing departmental efficiencies of operations by implementing new technologies; oversees enhancements and improvements to existing technology, programs, and platforms; maintains and improves processes to enhance work efficiency, delivery of services and transparency to the public.

• Accesses, enters and updates specialized database/permit tracking management programs (e.g., Accela) and provides information to the public relating to the status of permits and projects.

• Leads the effort to develop and regularly publish reports on performance metrics pertaining to the permitting process.

• Performs minor plan checks.

• Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service and established performance metrics.

• Tracks fee deferrals and bonds related to development projects.

• Assists in the development and monitoring of the Building and Development Engineering Divisions’ budget.

• Oversees the creation, modification and rollout of forms and relevant information as necessary.

• Participates in setting and implementing division goals.

• Researches, compiles, and analyzes data for division projects and reports; oversees preparation of a variety of complex technical and statistical reports.

• Maintains confidential division files.

• May perform the duties of the Permit Technician as needed.

• Perform other related duties as assigned.

EDUCATION AND EXPERIENCE: Any combination of training and experience which would provide the required knowledge and skill. A typical way to obtain the required knowledge and skill would be:

Education: Bachelor’s degree from an accredited college or university in planning, architecture, construction management, engineering, or related field.

Experience: Five (5) years of increasingly responsible construction permitting experience in a building or engineering division or department which includes at least one (1) year of supervisory experience. An additional two (2) years of full-time related experience may be substituted for each 30 units of the educational requirement up to a maximum of 60 units.

LICENSES AND CERTIFICATES: If assigned to drive, must possess a valid California driver’s license. Possession of an International Code Council (ICC) Permit Technician Certificate and ability to obtain an ICC Building Plans Examiner certificate within six (6) months of hire.

PHYSICAL DEMANDS: Mobility to work in a standard office environment, use standard office equipment and attend off-site meetings. Sit at a desk for long periods of time; walk, stand, bend, squat, twist, and reach. Manual dexterity to use standard office equipment and supplies and to manipulate both single sheets of paper and large document holders (manuals, binders, etc.); vision to read handwritten and printed material and a computer screen; hearing and speech to communicate in person and by telephone; ability to lift and carry items weighing up to 25 pounds such as files, manuals, or equipment for distances up to 50 feet.

ENVIRONMENTAL ELEMENTS: Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing department guidelines, policies, and procedures.

An applicant who qualifies for veterans’ preference and successfully places on an eligibility list for initial entrance into employment with the city shall be advanced one rank on the final eligibility list. Where there are five (5) or less qualified applicants, no veterans’ preference shall apply and all applicants shall be placed on the certification list forwarded to the departments for hiring consideration. The exercise of veterans’ preference shall be exhausted upon appointment to a regular position from an eligibility list.

MANAGEMENT GROUP

Revised: 8/16/2023

Auto Allowance:None

Bereavement Leave:When a death occurs in an employee's immediate family the City will provide time off, with pay, up to a maximum of four (4) days. An additional two (2) days of leave may be taken; however, this additional time shall be charged against the employee’s leave accrual banks, or taken without pay if no leave time exists.

Bilingual Pay:A premium pay of 5% will be added for employees possessing and utilizing bilingual skills on duty. The number of individuals to receive this pay, the languages available, and the qualification requirement will be determined by the City.

Career Enhancement & Wellness:Reimbursement for various career enhancing (education, home office equipment, etc.) and wellness related expenses that qualify under the policy up to $1,000 per employee annually.

Deferred Compensation:Voluntary

Educational Incentive Program:Five percent (5%) of base rate of pay annually for a Master’s Degree or above from an accredited program related to the employee’s field of work upon verification by supervisor/Department Head and Human Resources.

Holidays:12 set and 3.5 floating.

Long-Term Disability:Voluntary – Plan offered is Standard LTD.

Management Leave:Those Management employees designated as exempt receive eighty (80) hours per fiscal year – prorated depending on date of hire (see Internal Procedures). No accumulation.

Medical, Dental and Vision After Retirement:Employees will fall under the medical retirement tier based on original date of hire as a regular employee.

If employee was rehired, prior years of city service from original date of hire as a regular employee, will count towards total years of city service.

For employees and retirees hired before 7/1/2019: Medical and dental premiums to be paid by the City according to the formula below:

10-14 yrs of service = $50 + 25% of premiums 15-19 yrs of service = $75 + 30% of premiums 20+ yrs of service = $100 + 50% of premiums.

Benefit never to exceed 75% of total premiums or $750, whichever is less. Vision is offered for up to 18 months (COBRA) and is paid by the retiree.

For employees hired after 6/30/2019: The City’s maximum monthly medical contribution for each eligible retiree shall be equal to the minimum employer contribution required for active employees pursuant to the Public Employees Medical and Hospital Care Act (PEMHCA). In addition to the PEMHCA minimum, employees will receive the following contributions to their Retiree Health Savings account:

• From zero (0) to five (5) years of service, employees shall receive twenty-five ($25) per month in to be deposited to the employee’s RHS account

• After completion of five (5) years of continuous service with the City, employees shall receive one hundred dollars ($100.00) per month to be deposited into their RHS account.

• After completion of ten (10) years of continuous service with the City, employees shall receive one hundred and fifty dollars ($150.00) per month to be deposited into their RHS account.

• After completion of twenty (20) years of continuous service with the City, employees shall receive two hundred dollars ($200.00) per month to be deposited into their RHS account.

Employees who terminate City service for reasons other than retirement or layoff prior to ten (10) years of continuous service with the City will forfeit any City contribution.

Medical, Dental, Vision, Life and LTD Insurance:Medical plans are offered through the CalPERS medical program (PEHMCA) using the unequal, minimum contribution methodology. Dental plan is self-insured through Delta Dental. Vision plan is Vision Service Plan. The life insur­ance is a $24,000 term life insurance with $1,000 coverage for a spouse and children aged 6 months to 23 years, and $100 coverage for children aged 14 days to 6 months. Premium paid for by employee.

The employer contributed cafeteria plan amounts for employees to apply toward health benefits (medical, dental and vision) shall be as listed below. The employee must purchase dental, vision and life at the employee only level at minimum.

• Employee only: City will pay up to actual premium amount of medical, dental, and vision for employee only, not to exceed $905 per month.

• Employee plus one: City will pay up to actual premium amount of medical, dental, and vision for employee plus one, not to exceed $1,358 per month.

• Employee plus two or more: City will pay up to actual premium amount of medical, dental, and vision for employee plus two or more, not to exceed $1,773 per month.

• In no event shall the City contribution exceed 100% of the selected plan premium cost including dental and vision.

• Medical Opt Out: City will pay $865 per month upon showing proof of other group medical coverage, but employee must purchase dental, vision and life at the employee-only level. Remainder may be diverted to supplemental salary according to the procedures governing cafeteria plans as established by law

Effective pay period inclusive of January 1, 2024:

• Employee only: City will pay up to actual premium amount of medical, dental, and vision for employee only, not to exceed $1,075 per month.

• Employee plus one: City will pay up to actual premium amount of medical, dental, and vision for employee plus one, not to exceed $1,822 per month.

• Employee plus two or more: City will pay up to actual premium amount of medical, dental, and vision for employee plus two or more, not to exceed $2,377 per month.

• In no event shall the City contribution exceed 100% of the selected plan premium cost including dental and vision.

• Medical Opt Out: City will pay $865 per month upon showing proof of other group medical coverage, but employee must purchase dental, vision and life at the employee-only level. Remainder may be diverted to supplemental salary according to the procedures governing cafeteria plans as established by law.

Effective pay period inclusive of January 1, 2025:

• Employee only: City will pay up to actual premium amount of medical, dental, and vision for employee only, not to exceed $1,175 per month.

• Employee plus one: City will pay up to actual premium amount of medical, dental, and vision for employee plus one, not to exceed $1,922 per month.

• Employee plus two or more: City will pay up to actual premium amount of medical, dental, and vision for employee plus two or more, not to exceed $2,477 per month.

• In no event shall the City contribution exceed 100% of the selected plan premium cost including dental and vision.

Medical Opt Out: City will pay $865 per month upon showing proof of other group medical coverage, but employee must purchase dental, vision and life at the employee-only level. Remainder may be diverted to supplemental salary according to the procedures governing cafeteria plans as established by law.

401(a) Money Purchase Plan:City contribution of 1.5% of employee’s base salary.

Retirement:For employees hired on or after January 1, 2013, who are new CalPERS members, the retirement formula will be 2% @ 62 in accordance with the Public Employees’ Pension Reform Act of 2013 (PEPRA) and includes highest thirty-six months for final compensation determination and Unused Sick Leave Credit. Employees shall have a member contribution rate of fifty percent (50%) of the total normal cost rate.

For employees hired on or after February 11, 2012, the retirement program shall be the 2% @ 60 formula, highest thirty-six months for final compensation determination, 3rd level of the 1959 Survivor Benefit, Military Service Credit as Public Service, the Unused Sick Leave Credit option. Tthe employee pays the entire 7% employee contribution.

For employees hired before February 11, 2012, the retirement program shall be the CalPERS 2.5% @ 55 plan, includes highest thirty-six months for final compensation determination, 1959 Survivor's Benefit (3rd Level) and Unused Sick Leave Credit. The employee pays the entire 8% employee contribution.

City reports value of EPMC, if applicable.

New employees covered under by public retirement system with reciprocity (i.e., 37 Act), will be placed in the 2% @ 60 plan, in accordance with PEPRA.

Salary:Equity Increases:

• FY 23/24: Effective first pay period after Council adoption:

PositionEquity Increase

Construction & Facilities Development Manager11.05%

Data Services Manager4.75%

Equipment and Facilities Superintendent 5.23%

Finance Supervisor4.75%

Fire Marshal 3.53%

Information Technology Business Services Manager4.75%

Information Technology Operations Manager10.24%

Parks Operations Superintendent5.23%

Permit Services Manager4.19%

Principal Engineer 4.00%

Purchasing Manager4.75%

Recreation Manager 4.75%

Senior Civil Engineer7.36%

Senior Project Manager 4.19%

Utilities Maintenance Superintendent 5.23%

General Salary Increase:

• FY 23/24: Effective first pay period after Council adoption – 3.00% GSI.

• FY 24/25: Pay Period Inclusive of July 1, 2024 – 3.00% GSI.

Retroactivity of FY 23/24 GSI and Equity Adjustments: Effective the first pay period after approval by the City Council, employees will receive a one-time, non-PERSable lump sum equivalent payment of the general salary increase and equity adjustments retroactive to pay period inclusive of July 1, 2023.

One-Time Lump Sum Payments:

• FY 23/24: A one-time, non-PERSable lump sum payment of 2% of annual base salary paid the first pay period after Council adoption.

• FY 24/25: A one-time, non-PERSable lump sum payment of 2% of annual base salary paid in the pay period inclusive of July 1, 2024.

Sick Leave:12 days per year. Unlimited accumulation and no payoff. However, an em­ployee shall be paid one-half of the value of their accumulated sick leave upon layoff or death based upon their salary at the time of termi­nation. At retirement, employee may choose to have up to 50% of the value of their accumulated sick leave paid out in cash or have up to 100% of unused sick leave reported to CalPERS as service credit.

Unfunded Liability:Employee contributes $10 per month to be used to reduce the unfunded liability for retiree medical.

Vacation:1-5 yrs = 10 days; 6-10 yrs = 15 days; 11-19 yrs = 20 days; 20+ yrs - 25 days. Maximum accumulation to 19 yrs = 296 hours per year; maximum accumulation to 20 yrs = 356 hours per year. Total payoff at separation.

Employees will be eligible to sell back unused accrued vacation hours annually in the second pay period of January each calendar year.

To qualify to participate in the vacation sell back program, the employee must use a minimum of 40 hours of accrued leave time (not including sick leave or paid holidays) in the preceding calendar year, and submit a request form by December prior to the sell back.

If qualified, employees can sell back up to 80 hours of accrued vacation time each calendar year.

If employee was rehired, prior years of city service from original date of hire as a regular employee, will count towards total years of city service.

Employees in this group should refer to the City Personnel Rules for further information on personnel practices, and terms and conditions of employment.

01

To be considered for the position, all candidates are required to complete and submit the required supplemental questionnaire with their application and resume. Failure to submit the completed supplemental questionnaire and application and resume will disqualify you from further consideration in the selection process used to fill these positions. The answers to the questions below will be evaluated along with the information provided in your employment application. Therefore, your answers must be consistent with your employment application information (especially in the "education" and "work experience" sections), must be unambiguous, and must contain sufficient but concise detail and organization to facilitate the screening process. A resume will not be accepted in lieu of completing the supplemental questionnaire. Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation will negatively affect your evaluation. Do you understand these instructions?

• Yes

• No

  02

  Describe your experience in managing a team within a municipal government setting. How do you ensure effective communication and collaboration among team members to achieve departmental goals?

  03

  In your opinion, what are the key factors for ensuring excellent customer service in a Building Division, and how do you instill a customer-centric mindset in your team?

  04

  Describe your experience in utilizing technology to enhance the efficiency and accessibility of building permit services.

  05

  Describe your approach to resolving conflicts or disputes that arise during the permitting process, both within the department and with external stakeholders such as developers or residents.

  06

  Do you currently possess any of the following certifications?

• ICC Building Permit Technician

• ICC Building Plans Examiner Certification

• None of the above

  07

  I certify that the statements made in this Supplemental Questionnaire are true, complete, and correct to the best of my knowledge and are made in good faith by me. I understand that any misrepresentation and/or falsification of my answers may result in my application being ineligible for this recruitment process.

• Yes

• No

  Required Question

Agency

City of West Sacramento

Address

1110 West Capitol Ave 3rd Floor West Sacramento, California, 95691

Phone

(916) 617-4567

Website

http://www.cityofwestsacramento.org

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