Goverment Jobs
May 23, 2019
Suffolk, Virginia
Job Type



Under general supervision, performs technical and clerical duties to support City permitting activities. Work involves coordinating the permit process; coordinating applications for compliance with public utilities, VA DOT, and zoning requirements; accepting payments for services provided; preparing correspondence and reports; and establishing and maintaining files of various documentation. Employee must exercise tact and courtesy in frequent contact with the public. Employee must also exercise some independent judgment in completion of assigned tasks. Reports to the Customer Service Manager.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Examples of Duties

  • Processes building, electrical, mechanical, plumbing, rental, and all associated zoning permit applications for compliance and coordinates with other departments within the city.
  • Prepares documents, payment receipts, and BMP calculations; determines permit fee based on permit type and adopted fee schedule.
  • Greets customers, answers multi-line phone, responds to emails and inspection requests, handles complaints, and exercises independent judgment on job tasks.
  • Scans and files documents as needed; tracks permit expiration dates and renewals; creates and maintains department filing system and maintains accurate and current records related to assigned tasks, including electronic files.
  • Educates the public on building, zoning, and property maintenance ordinances and assists the public in completing various forms and answering questions concerning the permit process.
  • Reviews, researches, and coordinates all required criteria and compliance for processing electrical, mechanical, and plumbing permit applications.
  • Reviews, researches, and coordinates all criteria and compliance for processing of plan review, and building permit for new residential/non-residential structures including additions, alterations, repairs, and temporary structures.
  • Reviews, researches and coordinates all criteria and compliance to complete the processing of all zoning permits for construction, business licenses, home occupations, board of zoning appeals, administrative variance, temporary use, DMV compliance, special entertainment, and written zoning determinations; handles and processes all rental occupancy applications for property maintenance.
  • Prepares, reviews, and researches required criteria and compliance for all permitting.
  • Schedules inspections for building, zoning, and property maintenance by telephone, fax, email, and walk-in, ensuring scheduled inspections are in the correct sequence.
  • Trains and assists front counter clerks and technicians as needed.
  • Prepares various documents including correspondence, payment vouchers, and receipts, ensuring correct spelling, punctuation, format and grammar are used.
  • Collects mail and drops off in mail room; communicates with customers and other City employees.
  • May issue overweight and height permits to commercial haulers as well as private individuals; may ensure that selected routes are not restricted by overhead utilities, traffic signals, bridges, underpasses, or other features that limit the capacity of the roadway.
  • May perform quality control on bridge GIS data to ensure accuracy and coordinates necessary amendments to data.
  • Maintains a master inventory of all permits, expiration dates of permits, and certificate of insurance information.
  • Performs other related duties as required.
Typical Qualifications

Graduation from high school or GED equivalent and three to five years of experience in secretarial-clerical work involving public contact and building, zoning and property maintenance; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. Requires a valid driver's license.
Supplemental Information

  • Knowledge of building, property maintenance, and zoning.
  • Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
  • Ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from supervisors.
  • Ability to read a variety of ordinances, correspondence, reports, etc.
  • Ability to prepare correspondence, reports, licenses, and other required reports and records, using prescribed formats and conforming to all rules of punctuation, grammar, diction and style.
  • Ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables; to interpret a variety of instructions furnished in oral, written, diagrammatic, or schedule form.
  • Ability to record and deliver information, to explain procedures, to follow oral and written instructions; must be able to use zoning terminology.
  • Ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals; and determine time and weight. Must be able to use practical applications of fractions and percentages.
  • Ability to inspect items for proper length, width and shape.
  • Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate levels of stress and when confronted with persons acting under stress.
  • Performance Evaluation Criteria
  • Job Knowledge:
  • Knowledge of building, property maintenance and zoning ordinances.
  • Knowledge of zoning and inspection principles, purposes, techniques and terminology.
  • Knowledge of the basic governmental and administrative framework in which neighborhood development services operate.
  • Knowledge of the geographic and socioeconomic layout of the City.
  • Ability to use manual automated and modern office equipment.
  • Ability to accurately interpret, tabulate and correlate data.
  • Ability to accept payments and make correct change.
  • Ability to exercise tact and courtesy in frequent contact with the public.
  • Ability to establish and maintain effective working relationships as necessitated by work assignments.

Seasonal Employees- No Benefits
Part-time Employees - Sick Leave (See below)
Full Time Employees are eligible for the following benefits;

Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members
Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.
Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.

Paid Time Off (PTO)
Yearly earnings
120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)

Sick Leave

Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.

Personal Leave
All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.

Health Insurance

Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.

Supplemental Insurances

Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.

Employer Sponsored Short Term and Long Term Disability

Provides disability coverage for employees work and non-work related disabilities.Work related disabilities are covered starting on day one (1).Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.

Flexible Spending Accounts

Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.

Life Insurance

The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.

Optional Life Insurance

Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary.Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.

Family and Medical Leave Act (FMLA)
12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act.Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.

Funeral Leave

24 hours of paid leave of absence in case of death in immediate family.


Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.

Jury Duty
Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.

457 Deferred Compensation, ROTH IRA, Traditional IRA

Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.

Employee Assistance Program

Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.

Worker's Compensation
Should an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect.

Pay Days
Employees will be paid on the 15th and last working day of each month.

Credit Union

A Suffolk Credit Union is available to employees.

Legal Services

Employees may prepay for access to legal assistance.

Notary Public Services

Services available in the Human Resources Department.

Alternative Work Schedule
For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.

Do you have a valid driver's license?

  • Yes
  • No
Currently, which of the following reflects your highest level of education?

  • High School Diploma/GED
  • Less than 60 college credit hours
  • 60+ college credit hours
  • Associate's Degree
  • Bachelor's Degree
  • Master's Degree
  • Doctorate Degree
  • None of the above
Which of the following best describes your clerical, administrative, and/or secretarial work experience?

  • Less than 1 year
  • 1 - 2 years
  • 3 - 4 years
  • 5 - 6 years
  • 6+ years
Do you have at least one (1) to three (3) years of experience in the planning and zoning field?

  • Yes
  • No

* Required Question

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