Permit Coordinator

SUMMARY The Permit Coordinator serves as the primary point of contact for the Development Services department, providing essential customer service and technical guidance on land use and permit applications. This role is responsible for the end-to-end processing and management of a diverse range of City permits while supporting internal staff, outside agencies, and the public. Key duties include providing administrative and technical assistance to all stakeholders and resolving inquiries via phone, email, and in-person at the counter with clarity and professional patience. Success in this position requires the ability to efficiently prioritize high-volume customer interactions alongside time-sensitive permitting deadlines. This position reports to the Development Services Director. Because of the small number of City employees, each staff member is expected to perform a wide range of office and field duties as may be required from time to time. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Demonstrates a genuine commitment to public service with a welcoming, helpful approach. As a people-oriented professional focused on exceptional customer care, this individual remains dedicated to assisting others and approaches every task, regardless of size, with a positive and proactive attitude. Serves as the primary point of contact for the Development Services department, providing a professional welcome to all visitors at the permitting front counter. This role manages comprehensive customer inquiries across multiple channels (e.g., phone, email, and in person) by screening requests, conducting necessary research, and directing customers to the appropriate resources for permit and land use actions. Accepts and processes permit applications by verifying documentation, property feasibility, and compliance with applicable requirements. Ensures application completeness (e.g., site plans, construction drawings, land use details, and supplemental materials). Schedules and facilitate development review meetings (pre-application meetings, pre-construction meetings, project coordination meetings, etc.). Coordinates internal reviews and tracks the progress of permits and land use applications from submittal to final decision. Monitors permit timelines and activity; sends notifications for expiring permits and applications, permits ready for issuance, those requiring corrections, and other next steps. Explains the permit process to applicants, including applicable codes, regulations, approval steps, fees, and estimated timelines. Calculates permit fees and provides clear, transparent explanations of costs to customers. Manages annual fee schedule updates and presents revisions to the City Council for adoption. Maintains accurate records, both electronic and paper, including applications, reports, and technical documents. Acts as the administrator for the City's permit tracking system and serves as the MyBuildingPermit.com (MBP) program team representative. Assists customers with troubleshooting MBP-related issues. Conducts permit and property research to assist customers, providing guidance and information to support them through the permitting process. Manages the City's addressing system by assigning and updating building addresses and street names for new developments. Monitors permitting workflows and timelines to identify, recommend, and implement process improvements. Leverages existing resources to ensure adherence to SOPs while proactively developing new protocols where gaps are identified. Answers basic code questions by referencing the Kenmore Municipal Code (KMC); directs customers to relevant code sections and website pages to support their research; refers complex inquiries to plans examiners. Maintains confidentiality of work-related issues, client records, and City information. Processes regulatory business licenses in coordination with the front desk and Police Department. Maintains and organizes permit records and filing systems, and prepares reports and statistical data on permitting activity. Responds to information and reporting requests from external agencies (e.g., King County, State of Washington, etc.). Performs other duties as assigned that support the overall objective of the position and the needs of the organization. 

QUALIFICATIONS

Knowledge & Skills:

Understanding of the permitting process, including departmental policies, procedures, and workflow. Working knowledge of building and land use codes, regulations, and applicable laws. Proficient in English grammar and composition, with the ability to draft clear, professional, and original correspondence. This role requires creating high-quality content tailored for diverse audiences without relying on AI tools. Skilled in using personal computers and standard office software; experience with permitting and reporting databases and systems to access, enter, and analyze information. Strong interpersonal and communication skills to convey technical information, ask targeted questions, resolve issues, and contribute to a positive team environment. Demonstrated ability to provide excellent customer service to internal and external customers; patient, attentive, and capable of de-escalating challenging interactions. High level of accuracy and attention to detail when entering data into systems. Proactive communicator who keeps internal staff informed about project statuses and deadlines without needing reminders or follow-up; takes ownership to ensure tasks are completed efficiently.

Abilities:

Carry out the essential functions of the position. Learn, interpret, and apply processes, codes, regulations, and laws related to building and land use. Operate a personal computer and standard office equipment with proficiency. Resolve customer service issues in a courteous, effective, and solution-oriented manner. Collaborate as a productive and cooperative team member, working effectively with internal teams and external stakeholders while positively representing the City. Demonstrate flexibility, a team-first attitude, and a willingness to support tasks at all levels. Organize and prioritize workload to maintain service quality and meet deadlines. Effectively manage multiple and conflicting priorities with strong time management skills. Evaluate and exercise sound judgment when reviewing complex, unique, or atypical permit requests. Establish and maintain effective working relationships with coworkers, partner agencies, elected officials, and the public. Function primarily indoors in an office environment. Ambulatory ability to move about to office locations. Auditory ability to carry on ordinary and telephonic conversation. Near visual acuity to read detailed maps, drawings, other printed material, computer screens, and observe physical layouts. Manual and finger dexterity to write and to operate microcomputers and other office equipment. Requires the ability to alternatively sit and stand for sustained periods of time and perform counter work. 

Education and Experience:

• The position typically requires a high school diploma or GED equivalent and Two (2) years of progressively responsible experience in permitting, administrative support, and customer service, preferably in a planning, building, or engineering area. Any equivalent combination of experience and training that demonstrates the required knowledge, skills, and abilities may be considered. Licenses and Certificates Must possess an International Code Council (ICC) Permit Technician certification or obtain certification within one (1) year of appointment. 

ADDITIONAL INFORMATION

Work Environment - Work performed will primarily take place indoors in an office environment. Hours of Work - City Hall working hours are typically 8:30 a.m.-5:00 p.m. This position is eligible for a partial telework arrangement following completion of the training period and demonstration of required proficiencies. While evening or weekend hours are infrequent, the position may occasionally require in-person attendance or presentations at City Council meetings or other meetings held outside of regular business hours. Safety Requirements -Required to comply with all work rules, safety, and Personal Protective Equipment (PPE) requirements. Washington Residency - Applicants must reside in Washington State at the time of employment to fulfill job requirements and comply with state employment regulations.

OTHER ITEMS AND ADVANTAGES OF WORKING FOR THE CITY OF KENMORE

The City of Kenmore participates in a 401(a) plan in lieu of Social Security. Those who contribute to this plan do not participate in Social Security, and do not earn Social Security service credits. The Social Security Fairness Act was signed into law on 1/5/2025 and ends the Windfall Elimination Provision (WEP) and Government Pension Offset (GPO). For more information visit this link: https://www.ssa.gov/benefits/retirement/social-security-fairness-act.html?tl=0 This position is non-exempt and eligible for overtime pay or earned compensatory time off. This position is eligible for paid holidays, sick leave, vacation, healthcare benefits, 401(a), and the Washington State Public Employees retirement plan benefits. Kenmore is located on the north shore of Lake Washington and has over seven miles of waterfront along the lake and the Sammamish River. Kenmore is a first-ring suburb of Seattle and is equi-distant to downtown Seattle, downtown Bellevue, Microsoft headquarters in Redmond, and Boeing and Paine Field in Everett. City Hall is in the heart of Kenmore's downtown and is within walking distance of many local businesses, restaurants and parks! The City of Kenmore is committed to an inclusive and diverse workplace. We seek to recruit, develop and retain the most talented people from a diverse candidate pool. Our Service Vision is

Propelling Kenmore Upward:

We create a thriving community where all people love where they live. This job/class description describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Department:

Development Services FLSA:

Non-Exempt