Permit Software Manager

The Permitting Software Project Manager is responsible for overseeing the management of SmartGOV, a permitting software system used by Island County government. This position focuses on expertise with the designated software, staff training, improving consistency, and fostering collaboration across the Public Works, Planning, and Public Health departments.

The person in this position will lead the ongoing improvement of the SmartGOV permitting software to streamline processes, enhance efficiency, and ensure compliance with regulations.

• Project Management:
  • Develop and execute a comprehensive project plan, including defining project scope, objectives, deliverables, and timelines.
  • Coordinate with relevant stakeholders, including department heads, elected officials, staff members, and external consultants.
  • Monitor project progress, identify and mitigate risks, and make necessary adjustments to ensure timely completion of milestones and overall project success.
  • Establish and maintain effective communication channels by providing regular updates on project status, issues, and progress to stakeholders.
• Staff Training and Support:
  • Identify training needs and develop a training program to ensure all staff members in the Public Works, Planning, and Public Health departments are proficient in using the permitting software system, including staying current with updates from the software manufacturer.
  • Manage user accounts to ensure consistency with on and off-boarding.
  • Collaborate with department heads and subject matter experts to create training materials, conduct training sessions, and provide ongoing support to staff members.
  • Monitor staff performance and provide additional training or support as needed to maximize the benefits of the permitting software system.
• Consistency and Standardization:
  • Evaluate current usage of SmartGOV by three departments: Planning & Community Development, Public Works, Planning and Public Health.
  • Work closely with department heads and key stakeholders to establish standardized processes and workflows for permit applications, reviews, and approvals, including developing workflows for electronic permitting processes.
  • Identify areas for process improvement and implement changes to enhance consistency, efficiency, and customer service.
  • Ensure that all departments adhere to established guidelines and procedures within the permitting software system to maintain consistency across the organization.
  • Support public records liaisons with public records requests that relate to SmartGOV and retention workflow.
• Collaboration and Integration:
  • Foster a collaborative environment by facilitating regular meetings, workshops, and cross-departmental initiatives to enhance coordination and information sharing.
  • Liaise with relevant departments to identify integration opportunities with existing systems.
  • Collaborate with IT and software vendors to develop and implement integration solutions that enhance data sharing and streamline processes between departments.
• Continuous Improvement:
  • Stay updated on SmartGOV updates and changes, industry trends, best practices, and emerging technologies related to permitting software systems and government operations.
  • Conduct regular evaluations and assessments to identify areas for improvement and implement enhancements to the permitting software system.
  • Seek feedback from staff members and stakeholders to ensure the software system meets their needs and address any concerns or issues that arise.
• Other duties as assigned.

• Experience with developing and implementing educational content for training purposes, including experience training end users to utilize software.
• Excellent communication and interpersonal skills to effectively collaborate with various stakeholders, including department heads, staff members, and external vendors.
• Ability to analyze complex problems, identify practical solutions, and implement process improvements.
• Knowledge of change management principles and experience in leading organizational change initiatives.
• Strong organizational skills and ability to manage multiple tasks and priorities simultaneously.
• Strong written and oral communication skills.
• Proficiency with Microsoft Office products and ability to learn new software that will enhance job performance.

• Associates or Bachelor's degree in Computer Science, Information Systems, Public Administration, or a related field. Relevant certifications are a plus.
• Proven experience in project management, preferably in the implementation of software systems within local government or similar environments. Direct experience using Brightly Software’s SmartGOV platform preferred.
• Understanding of local government processes related to permitting, land use, and public health regulations preferred.
• Knowledge of public records retention schedules and open government practices preferred.