Permit Specialist

Job Description:

Permit Specialist

Description

Job Summary

Online applications will be accepted by the Human Resources Department and only the first 100 most qualified applications received will be accepted for further consideration.

DEFINITION

Performs a variety of technical, administrative and customer service duties related to the processing, issuance, and tracking of permits. Serves as a public-facing representative for the City’s permitting operations, assisting customers both in person and via virtual public service counter. Reviews applications for completeness, issues permits in accordance with established procedures and maintain s accurate records.

SUPERVISION

Works under the general supervision of the Principal Transportation Planner or a designated supervisor. Receives initial guidance and instructions, with periodic review of work in progress and upon completion. No supervision is exercised.

Representative Duties

Assists customers and responds to inquiries related to permit processes, application status, and general regulatory information.

Reviews applications for completeness and compliance with standard policies and procedures. Researches and prepares reports and monitors the status of applications and permits.

Processes and tracks permit related payments, refunds, and fee calculations.

Maintains records, organizes files, and updates informational handouts and forms.

Conducts basic research to support permit processing, such as checking prior records or permit history.

Performs general administrative support functions, including report generation, processing invoices, and processing fee waivers.

Responds to permit-related emails and digital service requests using standard procedures.

Maintains records and multiple filing systems. Distributes, receives, and processes a variety of forms. May design routine procedures and forms for the processing of records.

Performs general office reception duties. Explains general rules and regulations, program and procedural information and responds in person and by telephone to inquiries, routine complaints, and problems, takes messages, and/or makes referral to appropriate source(s).

Performs data entry and manages information in permit tracking systems.

Performs other related duties, as assigned.

Requirements

KNOWLEDGE, ABILITIES, AND SKILLS

Knowledge of:

Modern office practices, procedures and equipment

City permit procedures, terminology, and related regulations

Basic understanding of site plans and related diagrams submitted for permit review

Processes and procedures associated with municipal permits

Records management practices and procedures

Business English, spelling and punctuation

Basic mathematics

General computer software applications, including spreadsheets and word processing

Effective customer service techniques

Ability to:

Learn and apply departmental policies and procedures related to the intake, review, and issuance of permits and regulatory requirements

Interpret basic site maps and measurements related to permit applications

Understand the relationship between municipal codes, city policies, and regulatory standards affecting permit review

Follow verbal and written instructions

Communicate clearly and effectively, both orally and in writing

Keep accurate records

Exercise independent judgment and initiative

Complete assignments in a timely manner

Maintain accurate records and files

Reconcile figures and perform mathematical computations

Provide effective customer service

Establish and maintain effective and cooperative working relationships with City employees and the public

Communicate regulatory limits or denials in a clear, respectful, and customer-service- oriented manner.

Issue permits in accordance with established guidelines and determines application completeness

Identify and resolve routine application or customer issues; recognize when to escalate complex or exception-based matters.

Work effectively with people from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches

Skill In :

Performing accurate mathematical calculations

Using personal computers and applicable software applications

REQUIREMENTS

Minimum Qualifications:

Education: Graduation from high school or equivalent. Completion of college-level coursework in public administration, urban planning, construction management, or a related field is desirable.

Experience: Two years of recent, paid work experience providing technical information, permit processing or custo mer service to the public, preferably in a municipal building or planning department.

WORKING CONDITIONS

Work is regularly performed indoors in a busy office environment. Must be able to handle heavy public contact at the counter, over the telephone and through virtual platforms. This position requires frequent sitting for prolonged periods of time and using a computer keyboard and screen. Physical demands may include bending, lifting, reaching, and standing.

Supplemental Information

HOW TO APPLY: All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note , applications may be rejected if incomplete. Résumés, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.

NOTE: You must submit a copy of your college diploma/transcript with your application. Applicants who indicated receipt of degree from a foreign institution must provide United States degree and credential equivalency verification along with a copy of your college diploma/transcript. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified. You must upload and attach a scanned copy of your transcripts or diploma to your on-line application.

SELECTION PROCESS : All applicants must submit clear, concise and complete information regarding their qualifications for the position. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate further in the selection process. Testing may consist of the following:

Written Exam

NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

BACKGROUND INVESTIGATIONS :
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation. The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

Closing Date/Time: 11/13/2025 5:30 PM Pacific

Salary:

$58,668.00 - $72,432.00 Annually