Permit Clerk

Staff – Union

Job Category
CUPE 116

Job Profile
CUPE 116 Salaried – Clerk 3

Job Title
Permit Clerk

Department
Administrative Leadership Administration Office Management

Compensation Range
$3,648.00 – $4,009.00 CAD Monthly

Posting End Date
October 18, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

BACKGROUND:

Campus and Community Planning is responsible for a broad range of planning activities including the academic core of both UBC’s Vancouver and Okanagan campuses and the growing residential neighborhoods unique to the Vancouver campus. The department is supported by eight functional units, four with system-wide support responsibility for both the Okanagan and Vancouver campuses.

• Administration (Vancouver campus)
• Planning: Development Services (Vancouver campus)
• Planning and Design (system-wide)
• Sustainability and Engineering (system-wide)
• Strategic Policy (system-wide)
• Transit Projects (Vancouver campus)
• Community Development (Vancouver campus) + Public Engagement (system-wide)
• Okanagan Campus Planning & Development (Okanagan campus)

This position works within the Planning: Development Services unit which is responsible for ensuring development of the Vancouver Campus, including its residential neighbourhoods, proceeds in accordance with UBC’s Land Use Plan and related policies. The unit coordinates the review of complex development and building applications, issue permits, and perform inspections.  

Job Description Summary

This position provides clerical and in-person front counter support in the Building Division and for the Planning: Development Services unit. Clerical tasks requiring some specialized knowledge and/or experience. The nature of the work calls for a thorough knowledge of the guidelines, procedures and regulations and the ability to interpret and apply them to the work unit. This position deals with high volumes of materials and information in a demanding environment and requires strong administrative, organizational and multitasking abilities, knowledge of Planning and Permit functions and procedures, University policies, and related organizational protocols.

This position has no option of a hybrid work arrangement.
Organizational Status
Reports to the Chief Building Official of Building Permit unit directly with indirect reports to Office and Administrative Manager. Regular coordination and communication with Director of Planning: Development Services, Building Officials, Compliance Officer, Manager of Development Services, Planning Assistants, and Financial Administrative Assistant.
Work Performed

MAJOR RESPONSIBILITIES:

• Provides clerical, financial, administrative support and in-person front counter customer service for the Building Permit unit.
• Greets inquirers and applicants at the counter and on the telephone. Answers general and routine questions regarding permit and business licensing and process, inspection process, liquor licensing, and permit fees, refers technical inquiries to appropriate staff, department or agency.
• Receives, accepts and assesses all building permit applications for completeness and correctness with application procedures, practices, and initiates permit cases in the tracking system
• Receives, accepts, and assesses Liquor License Exempt Event Permit applications for approval and sign offs.
• Calculates fees related to applications and other services, ensures timely payment, and issues receipts
• Tracks and implements various fees for Building Permits amendments
• Processes permits related financial transactions on Workday
  • Initiates and creates Purchase requisition of permit projects entailing creating Purchase Orders and Change Orders
  • Processes revenues and executes refundable payments and all other related permits fees and costs
  • Processes payments through the Payment Card device and runs month-end report monthly and reconciles transactions
  • Submits and processes permit related invoices
• Assists in processing and coordinating active permit documentation
• Ensures requests for services are coordinated within the department, where required
• Updates and maintains application forms and documents.
• Updates, maintains and uploads records, drawings and files for building, business licenses, plumbing and sprinklers and occupancy permits, including digital documentations
• Archives records, drawings and files when projects are complete
• Maintains and update permit database with all relevant files, applications, enquiries, etc
• Drafts all approval letters and permits for review and signature
• Assists staff with special and routine mailings, receives and distributes all incoming mail
• Acts as a Committee Clerk for the Development Review Committee. The Committee Clerk is responsible for drafting and distributing agendas and minutes, scheduling and attending Committee meetings, taking minutes, arranging virtual and in-person meeting spaces, audio-visual equipment, and catering as requires
• Acts as a backup Committee Clerk for the following Committees:
  • Property & Planning Advisory Committee
  • Development Permit Board
• Performs any other duties as necessary related to the qualifications and requirements of the job.

Consequence of Error/Judgement
Work performed is directed by already established methods, procedures and standards of accepted UBC and Campus and Community Planning practices. Some judgment is required in adapting these guidelines to get the desired result. Direction is sought when apparent solutions to problems are not within the intent of established procedures. Ineffective attention to detail, failure to provide accurate information and clarity of reports, and a lack of understanding would impact the financial reporting of C+CP and directly affect the business decisions made by the Managers.
Supervision Received

Works under the direct supervision of Chief Building Official. Performs most duties independently with ongoing consultation about efficiency and problems.

Considerable personal initiative is expected and independent decision-making is required.
Supervision Given

None
Minimum Qualifications
High school graduation plus business training in office procedures and practices and a minimum four years of related experience or an equivalent combination of education and experience.

Preferred Qualifications

Education:

High school graduate plus one year post-secondary education.

Experience:

Knowledge of Planning and Permit functions and procedures, University policies, and related organizational protocols is essential. Worked in a municipal environment recommended.

Knowledge, Skills & Abilities:

Effective oral and written communication, interpersonal and organizational skills.

Ability to type 50 w.p.m. and to operate a normal range of office equipment. Ability to use word processing, spreadsheet, and database applications at an intermediate level. Ability to exercise tact and discretion. Ability to plan and coordinate the work of others. Ability to prioritize and execute workflow to meet departmental needs. Ability to work independently in a complex and demanding environment with a high level of attention to detail and to meet deadlines. Ability to establish and maintain effective working relationships with a variety of internal and external contacts. Ability to work in a team environment.