Senior Permit Clerk- Planning and Development Services (Civil Service)

City of Dallas

2d•$22 - $25

About The Position

The Senior Permit Clerk provides senior-level administrative support to Planning and Development Services. The role researches process and procedural issues, gathers data, writes reports, coordinates and plans administrative work, and assists with projects to support effective division operations. Responsibilities include coordinating and documenting plans and records, handling daily cash receipts, supporting compliance with public-records requirements, preparing outgoing documents, maintaining office inventory, responding to customer and records requests, scanning and indexing documents, and reviewing records for accuracy. The clerk also provides backup support for subpoenas, front-desk services, and certified affidavit requests, and performs other related duties as assigned.

Requirements

High school diploma or GED.
Two years of heavy customer service or general office/administrative experience.
An associate degree or higher in a business or public administration field may meet the education and experience requirements.
Knowledge of correct grammar, spelling, and punctuation.
Knowledge of cash handling and accounting procedures.
Ability to provide professional customer service and handle routine tasks while checking paperwork for accuracy and errors.
Ability to work in a fast-paced environment and use office machines, including a computer, copier, and fax machine.
Ability to maintain record journals and files and write clear, accurate reports.
Ability to deal tactfully and courteously with the public and other City employees, including handling difficult and unusual situations.
Ability to work as part of a team, follow City of Dallas policies and procedures, communicate effectively verbally and in writing, and establish and maintain strong working relationships.

Nice To Haves

Spanish/English bilingual skills.
Knowledge of SAP.
Knowledge of Chapter 52 Administrative Procedures for the Construction Codes.
Experience handling permits in municipal government, including collecting and recording fees, calculating balances and totals, and posting revenues to the general ledger.

Responsibilities

Coordinate daily pickup of issued plans and documents, and ensure plans are accurately logged and tagged with issue date, address, permit numbers, and page count.
Ensure plans are logged and counted with 99% accuracy by close of business.
Verify cash receipts and logs from the Customer Service Team, count and secure the change box, and deliver cash and receipts to the Cashier's Office daily and on time.
Serve as Open Records Coordinator and help ensure department compliance with the State-mandated 10-day rule.
Coordinate preparation of outgoing documents, including DMARC sheets, and follow through with the City Secretary’s Office; ensure boxes are tagged and retrieved promptly.
Oversee office inventory and ensure supplies, including plotter ink and Canon printer ink, are stocked.
Respond to SDC-Email requests and assist walk-in customers and Dallas Central Appraisal District staff by researching records, retrieving and re-shelving plans, and providing timely information.
Back up Small Daily Scans by scanning and indexing incoming small documents into the OnBase system.
Provide backup support for subpoenas by following written instructions and requirements.
Perform quality control on indexed documents to ensure accuracy.
Back up Front Desk staff as needed, accept payments for copies and services, and return microfiche, microfilm, aperture cards, and plans to their proper places by close of business.
Back up research and completion of CAO certified affidavit requests as needed.
Review documents in OnBase for accuracy, identify and document errors, notify appropriate staff, and correct errors as appropriate.
Report plotter meter numbers when necessary and ensure research materials are returned to their original locations.
Perform other related duties as assigned.