PORT PERMIT COORDINATOR

Job Description

Job Description

*** All completed applications for this position must be submitted online no later than 5:00 pm, on the closing date of the recruitment. PAPER APPLICATIONS WILL NOT BE ACCEPTED . Please follow all submission instructions to ensure your application is complete. Resumes will not be accepted in lieu of online applications, therefore, it is important for online applications to be completed fully. Late applications will not be accepted beyond the closing time and date for any reason, including any technical issues, such as system, browser, or computer failures, etc. ***

Under general supervision and direction, the Port Permit Coordinator administers and coordinates a variety of activities relating to the Port’s building and development permit applications and issuance process for all Port tenants and private property owners who would like to alter or develop property in the Port Area. The incumbent serves as the primary point of contact for permit applicants to ensure submitted permit applications are complete and compliant with applicable codes, regulations, and Port policies; facilitates timely reviews and approvals of applications by coordinating reviews with all applicable Port departments; coordinates permit issuance by the Port of Board Commissioners; performs site visits and coordinates field inspections with Engineering staff; and issues permit approval. The Port Permit Coordinator also advises Port staff on procedures to obtain permits from public/regulatory agencies, excluding environmental regulatory agencies, and facilitates communication between the Port and other applicable permitting agencies. The Port Permit Coordinator also serves as the Port’s liaison with applicable permitting agencies. Performs related work as assigned.

Examples of Duties

Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed. Incumbent may perform other related duties at the equivalent level.

• Serves as the primary point of contact between applicants and Port departments regarding permit requirements, application status, and resolution of review comments.
• Provides guidance to applicants regarding permit procedures, required documentation, design standards, and fees. Calculates and communicates permit fees.
• Advises Port staff on obtaining non-Port permits for Port projects. May assist in preparation of non-Port permit applications packages.
• Serves as the liaison between Port departments and applicable permitting agencies regarding permit requirements, application status, and resolution of review comments for Port Projects.
• Manages and updates the Port’s online permit application system to ensure timeliness of permit application reviews, applicant responses, and permit issuance. Conducts initial screening of development permit applications received by the Port. Monitors and notifies the applicant when Port comments are uploaded and notifies reviewing Port departments when applicant responses are received.
• Schedules and facilitates pre-application meetings, technical review meetings, and interdepartmental coordination meetings.
• Communicates and enforces terms and conditions of Port Development Permit/building permit approvals with Port tenants and private property owners in coordination with appropriate Port division representatives on building projects and improvements.
• Ensures project compliance with building codes and all applicable Port, city, county, state, and federal standards and regulations governing building construction, including Federal Aviation Administration (FAA), Americans with Disabilities Act (ADA), and others; acts as liaison between applicants, City of Oakland, applicable regulatory agencies, and the Port.
• Administers and coordinates the permit application process, including the monitoring of construction documents and other information associated with the approval of development within the Port's jurisdiction.
• Researches pertinent information for review of permit application by Port staff; secures information from subject matter experts.
• Conducts preliminary building permit reviews for Port aviation and maritime, projects to identify required permits.
• Coordinates and schedules permit review activities, including but not limited to Port departments and Design Review Committees; participates in staff committee review and critique of proposed design.
• Coordinates with the Port’s Commercial Real Estate Division and tenants on development within commercial real estate areas such as, but not limited to, Jack London Square.
• Coordinates the issuance of permits for business and transportation signage.
• Gathers information on Port facilities standards and Port, city, county, and state building codes, standards, restrictions, regulatory permits, and related ordinances; disseminates such information periodically, as well as information regarding the department's functions and procedures, to Port staff, permit applicants or the general public.
• Reviews designs, building layouts, and other aspects of the projects against Federal, State of California, City of Oakland, and Port codes and standards, restrictions, or ordinances and recommends design changes accordingly.
• Provides primary technical and professional recommendations to the Port's efforts to comply with requirements of the ADA; serves on Port project management teams for facilities and projects as technical support as the Port's ADA compliance coordinator.
• Prepares Board letters, agendas, staff reports and administrative procedures for Port management review, recommending approval and disposition of permit applications and related matters.
• Corresponds with permit applicants on the receipt and progress of the application.
• Monitors and reports building projects’ status by conducting and coordinating site visits and document progress as needed.
• Maintains and updates records on ADA permit applications and related documents.
• Maintains permit records and compliance documentation in accordance with Port policies.
• Reviews and updates the Port’s Engineering Master Fee Schedule.
• Improves the existing Port permit application workflows, including streamlining the permitting process, and develops checklists and standard operating procedures for organizational use.
• Updates the Land Use and Development Code to accommodate permitted use changes, permit process improvements, and other code revisions.
• Prepares presentation materials, presents/speaks at internal meetings, external public settings, or similar professional settings.
• Performs other related duties as assigned.
  
  

Minimum Qualifications

EDUCATION AND EXPERIENCE

This position requires a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. A typical combination would include equivalent to graduation from an accredited four year college or university with major coursework in planning, architecture, civil engineering, public administration or a related field and three years of increasingly responsible experience in permit processing, planning, zoning, plan checking, building inspection, or engineering work of which at least one year involved providing service to the public. Progressively responsible related technical experience may be substituted for the college coursework on a year for year basis. Experience with Americans with Disabilities Act, and Federal Aviation Administration compliance is highly desirable.

KNOWLEDGE, SKILLS AND ABILITIES

To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or abilities listed below are required.

Knowledge of:

• Rules and regulations involved in reviewing, accepting, and approving building/development permit applications.
• Principles of architectural design and landscape architectural design.
• Construction terminology.
• Relevant Federal, State of California, City of Oakland, and Port codes and standards, restrictions, or ordinances and safety regulations.
• Port operations, procedures and the application of permit requirements to Port activities.
• Federal Aviation Administration (FAA) regulations pertaining to planning and development of aviation facilities.
• Requirements of the Americans with Disabilities Act (ADA) as it pertains to public facilities' access.
• Local City or Municipality planning and permitting processes in the greater San Francisco Bay Area region.
• Customer service principles.
• Project Management principles.

Ability to:

• Interact effectively and build relationships with the public, relevant agency contacts, Port staff and tenants.
• Organize work, set priorities and exercise sound, independent judgment within established guidelines.
• Utilize MS Office and/or permitting database software, or similar, applications to manage documents and databases.
• Communicate effectively within the job environment both orally and in written form.
• Read, interpret and apply policies, procedures, ordinances, rules and regulations relating to permit applications.
• Research information and collect data required in processing permit applications.
• Read and understand building site plans and specifications.
• Organize, plan and coordinate groups of individual activities involved in permit review.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.

THE SELECTION PROCESS

Stage I: Application and Supplemental Questionnaire Evaluation (Pass/Fail)- The first stage in the selection process will consist of an application and supplemental questionnaire appraisal review (pass/fail). Applications submitted without the completed supplemental questionnaire will be deemed incomplete and not given further consideration. Meeting the minimum qualifications does not guarantee advancement to the next stage. Only the most suitably qualified candidates will be invited to Stage II.

Stage II: Assessment Examination (Weighted 100%)- The second stage of the selection process may consist of a combination of job-related situational project exercises and an oral panel interview designed to assess technical knowledge and any additional other KSAs. Job-related situational project exercises may consist of written exercises, performance exercises or other situational exercises that would assess the KSAs. The Assessment Examination is designed to test your overall aptitude for the position.

Candidates must achieve a scale score of 70 or more on this examination to be placed on the eligible list for employment consideration . The Port of Oakland reserves the right to modify the selection process as necessary to conform to administrative or business necessity.

ADVISORIES

Immigration and Reform Control Act: In compliance with the Immigration and Reform Act of 1986, the Port of Oakland will only hire individuals who are legally authorized to work in the United States. Social Security card must be presented, and the name on it must match the name on the application.

Americans with Disabilities (ADA): In compliance with State and Federal Laws, the Port will employ and promote qualified individuals without regard to disability. The Port is committed to making reasonable accommodations in the selection process and in the work environment. Individuals requesting reasonable accommodations during the selection process must notify Nancy Jeu at njeu@portoakland.com within seven (7) calendar days of the closing date of the job announcement. The Port requires applicants to provide supporting medical documentation to substantiate a request for reasonable accommodation.

The Port of Oakland is an Equal Opportunity Employer

Additional Requirements

Must possess a valid California Class C driver's license at the time and for the duration of appointment.

The Port of Oakland requires each incumbent to successfully complete a Transportation Security Administration (TSA) background check, which will include a fingerprint-based Criminal History Records Check (CHRC) and a Security Threat Assessment (STA), prior to being considered for this position. This status must be maintained for the duration of employment at the Port.

The Port of Oakland'sbenefit program ranks among the best in the region for public jurisdictions and is designed to reward performance and promote a balanced lifestyle, both at the workplace and away from the workplace, for its employees and their families. The Port is committed to the health and well-being of its employees and has been recognized as a FIT-Friendly Employer by the American Heart Association.

• The Port is part of the California Public Employees Retirement System (CalPERS). CalPERS is a defined pension provided to regular full-time employees that work for the Port. The CalPERS defined pension is based on predetermined formula that factors in an employee's earnings history, tenure of service and age. The retirement formula for new hires is 2% at 62 years of age or 2.5% at 55 for with other CalPERS service and/or reciprocity.
• The Port offers retiree medical benefits for employees and dependents after 10 years of CalPERS service (including 5 years at the Port).
• The Port pays 100% of the premium cost for employees and dependent health insurance coverage not to exceed the Kaiser-HMO Family Plan; cash in lieu of medical benefit is also available.
• The Port pays 100% of the premium cost for dental and vision coverage.
• The Port pays 100% of the premium cost for Long Term Disability (LTD) coverage and reimburses employees for the State Disability Insurance.
• The Port pays 100% of the premium cost for life insurance at one-time annual salary with certain limits.
• The Port offers aDeferred Compensation Plan allowing employees to save and invest money for retirement with tax benefits.

Time Away from Work

• From 2 to 5 weeks of vacation depending on years of employment at the Port.
• 10 days of management leave for employees exempt from the Fair Labor Standards Act (FLSA).
• 1 paid Floating Holiday per year.
• 12 days of sick leave per year after three months of employment which includes 4 days of personal leave.
• 13paid holidays as well as the second half of the shift on December 24 and December 31.

Closing Date/Time: 11/10/2026 5:00 PM Pacific