Permit and Records Manager-Public Works – City of Anaheim, CA – City of Anaheim, CA

The City of Anaheim Public Works Department is seeking a dynamic Permit and Records Manager to oversee the City’s engineering, electronic permit and plan submissions. The incumbent will be responsible for supervising and monitoring the operational activities of the Public Works permit processing, ensuring consistent interpretation and application of code requirements, and a high level of customer service. The ideal candidate will have a strong background and understanding of today’s permit tracking software and electronic plan review processes. Use of an electronic permit issuance and tracking system and prior experience at a municipal government agency (City/County/State) is highly desired.

The Public Works Permit and Records Services is a customer-centric unit focused on providing high caliber information and assistance to the general public, contractors, and engineers. As one of the front-line representatives for the City, the unit strives to provide a quality customer service experience.

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

Plans, prioritizes, assigns, supervises, reviews, and participates in the work of staff responsible for permit processing and records management services and activities for the Public Works Department in accordance with legal requirements.

Develops and maintains a strategic records management plan for the Public Works Department including records retention and disposition schedules; supervises the accurate and efficient retrieval and destruction of department-wide records.

Organizes, locates, and maintains official reports, plans, documents, and contracts for the department; maintains the department’s electronic database of records.

Develops and standardizes procedures and methods to improve and continuously monitors the efficiency and effectiveness of assigned programs and service delivery method.

Manages the collection preparation, and production of Public Works Department documents for civil, contract compliance, State Board, and other agency subpoenas; and ensures compliance with court orders.

Participates in the development and administration of assigned program budgets; forecasts funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; recommends adjustments as necessary.

Compiles and researches documents for internal and external customers including those in response to Public Records Act requests within legal response period.

Plans, develops, organizes, supervises, and monitors systems, practices, and customer service standards related to the processing of public works construction, transportation, and permit parking permits and collection of fees.

Assists the public either by telephone, in person, or in writing with inquiries or information related to the status of construction permits; investigates problems and complaints received from the public and initiate positive solutions.

Manages Depositor’s Trust Fund accounts and the financial bonds associated with Right-of-Way Construction projects.

Coordinates assigned activities with customers, other divisions, departments, and outside agencies.

Provides highly complex staff assistance to the Public Works management staff; prepares and presents staff reports, documents, and other necessary correspondence.

Participates in the selection of, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees on performance issues; implements discipline and termination procedures.

Oversees and monitors the work of outside vendors and contract/temporary employees.

Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.

Receives, investigates, and responds to difficult and sensitive problems and inquiries in a professional manner; identifies and reports findings and takes necessary corrective action.

Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.

Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones.

Performs other duties as assigned.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from high school supplemented by two years of college level course work or specialized training in records management, information management, public administration, business administration, or a related field and six years of experience in comprehensive records management programs for a municipality including two years of experience in a supervisory capacity. Some experience involving the issuing of permits is highly desirable.

Knowledge of: Administrative principles and practices, including goal setting, program development, implementation, and evaluation, project management, and supervision of staff. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility including Public Records Act. Operational characteristics, services, and activities of a records management program. Procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records. Principles, practices, and procedures of automated and manual records management, retrieval, and storage including electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs. Procedures, techniques, and methods of document preservation. Principles of municipal budget preparation and control. Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. Organization and management practices as applied to the development, analysis, and evaluation of programs and operational needs of the assigned programs. Methods and techniques of compiling and analyzing historical data and processing comprehensive statistical records and reports. Methods and techniques of conducting research. Methods and techniques of preparing complex technical and administrative reports. Mathematical concepts. Principles and procedures of complex record keeping. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to: Coordinate and direct records management programs and permit processing programs. Maintain a variety of manual and computerized record keeping systems. Recommend and implement goals, objectives, and practices for providing effective and efficient services. Select, supervise, train, and evaluate the work of staff. Evaluate and develop improvements in operations, procedures, policies, or methods. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Identify, interpret and form conclusions on numerical information. Develop and administer program budgets. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations. Effectively represent the department and the City in meetings with governmental agencies, contractors, vendors, and various businesses, professional, regulatory, and legislative organizations. Maintain confidentiality of sensitive personal information of employees and former employees. Make accurate arithmetic, financial, and statistical computations. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Understand and follow oral and written instructions. Establish and maintain a variety of manual and computerized record keeping systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate modern office equipment including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Licenses and Certifications: Possession of a valid California Driver’s License.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTION

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Tuesday, October 26, 2021 at 5:00PM. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.

The selection process will consist of a minimum of an oral interview.

The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating “See Resume” is not an acceptable substitute for a completed application.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Equal Opportunity Employer