Hybrid Operations Permit Assistant - Orlando, FL chez Acorn Stairlifts, Inc.

Operations Permit Assistant

POSITION SUMMARY

The Acorn Stairlifts, Inc. Operations Permit Assistant is a secondary professional level Operation Permitting position.  This secondary professional role is able to self-manage, as well as demonstrates experience, greater responsibility, a deeper understanding of the operations, the compliance, and permitting processes. Duties vary depending on the organization and industry.   The Operations Permit Assistant is a supporting role for the Permit Processor and is able to complete all tasks within the Operations Permit Clerk role.

ESSENTIAL FUNCTION

1. Completes all aspects of the Operations Permit Clerk job functions. 
2. Assist the Operations Permit Processor, Permit Coordinator/Team Lead and Manger with related duties as directed or needed.
3. Research, prepare and process the required documents, files and folders for daily orders for Public Access and Residential permitting.
4. Answers phone calls to provide service to customers, route calls and answers questions accordingly while performing within the Acorn policy, procedure and customer service guidelines.
5. Assist with contacting customers to confirm scheduled permit inspections while performing within the Acorn policy, procedure and customer service guidelines. Liaison with the Permit Processor to fulfill the actions and task associated with the confirmations or cancellations.  To include any necessary follow up that may be required. 
6. Completes the file set up as well as researching, preparation, submittal and maintenance of all applicable permit orders: applications, processes, property information, inspections, payments of permitting fees and other items as it relates to Residential and/or Public Access orders.  
7. Manage all documents and documentation of the permits, permit inspections and usage turned over, with all associated governing jurisdictions having authority, as well as within the customer account pertaining all aspects of document control (i.e. computer system, account photos, physical folders and file sharing for electronic and hard copies).
8. Maintains as needed the notes regarding permit orders within the client database and/or job(s).  Ensures that the required information pertaining to the permit and inspections is noted (i.e. permit number, Inspector’s name and contact information, any appointment dates and times, as well as any other information needed/required). 
9. Assist with any applicable permit renewals by tracking expiration dates for permits and preparation of those documents in a timely manner to initiate the renewal
10. Assist in the coordinating of site inspections, meetings, and compliance checks related to residential and public access permitting and document copies.  
11. Share knowledge and assist with the development of the Permit Clerk.
12. Assist with the submission of permitting paperwork as required or needed to customers, governing officials or other parties as required (final acceptance reports, maintenance control packets)
13. Comply with all directions and instructions from Acorn regarding health and safety. 
14. Carry out other tasks as required by management of which employee can perform.
15. Note: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated/required to meet the ongoing needs of the organization.
    

SKILLS

• Comprehensive knowledge of permitting processes.  Understands local, state, and federal regulations, as well as the permit approval, inspections and renewal processes.
• Attention to detail.   Ensures that all documentation is accurate and compliant with regulations.
• Possesses a strong written and verbal communication skills to coordinate as needed with various teams and regulatory agencies while maintaining a professional etiquette.
• Ability to research, find and review regulatory documents and apply them to the organization's operations.
• Ability to identify, navigate and assist with the challenges that may arise within Permitting functions with the guidance of the Permitting Processor and assist with developing solutions. 
• Willingness and ability to mentor Permitting Clerk(s) and be mentored by Permit Processor, Coordinator/Team Lead and Management

ATTRIBUTE 

• Increased Responsibility: More independent decision-making and oversight into the permitting process.
• Cross-Department Collaboration: Interacts with other teams and departments, ensuring the operations and process easily transitions while staying compliant with regulatory requirements.
• Problem-Solving: Identifying, addressing and solve minor issues in the permitting process.  
• Growth and Development: Strives to learn, increase productivity and desires to grow within the department.
• Adheres to works schedule and company policies. 

EDUCATION/EXPERIENCE 

Education: A high school diploma or general education degree (GED); or two to three years related experience and/or training; or equivalent combination of education and experience.

Experience: Prior or equivalent work experience required.

Technical Skills: Typing and computer software skills (i.e., Adobe Microsoft Office Suite).

PHYSICAL REQUIREMENTS

Regularly required to sit, speak, and listen. The employee must frequently lift and/or move up to 10 pounds. 

WORK ENVIRONMENT

The noise level in the work environment is usually moderate. 

This position serves as a steppingstone for individuals looking to grow into more senior roles in permitting, compliance, or project management.

NOTE: This job description is not intended to be all-inclusive.  Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.