Administrative Assistant II - Permit Technician

Job Purpose

Under direction of the Chief Building Official, this position performs a variety of highly responsible, confidential, and complex administrative and financial duties in support of the Building Division and Community Development Director; coordinates, organizes, oversees administrative duties of building code permitting operations and functions for incoming building project processes with city staff, outside agencies, design professionals, contractors, developers and public; coordinates, organizes, schedules, oversees and schedules building code inspections with Division staff and other city departments.

Essential Duties

These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.

Duty 1: Building Permitting Process

35% Time

Essential Duties

Tasks:

• Answer questions and assist outside agencies, contractors, architects, engineers, and the public in submitting complete and comprehensive documents, plans and information for various projects.

• Coordinate and assist all city departments, outside agencies, professionals, contractors, developers, and the public in various permit processing procedures for future and incoming building projects.

• Perform routine and challenging administrative work involving the use of independent judgment and personal initiative by determining which projects need to be reviewed by City divisions or can be processed quickly and inspected in the field.

• Assist by acting as intermediary for outside agencies, other City Departments, design professionals, contractors, developers, and the public with status of the review comments received by all city departments.

• Input complete submittal documents and information into permit software system for all City Divisions to review.

• Research and following up with City Departments for complete review comments and approval prior to permitting.

• Determine by independent judgment which permit type requests require review or can be issued independently.

• Determine and calculate all appropriate permit types and fees associated with building project for each City Division

• Receive payment to issue all permits associated with building project and ensure accurate accounting in permit software system.

• Ensure that all appropriate documents needed for field inspections are issued at the time of permitting.

• Ensure all appropriate permit or plan review fees are collected before project work is started.

Duty 2: Building Code Inspection Processes

35% Time

Essential Duties

Tasks:

• Set-up Pre-Construction meetings, when necessary, with owners, architects, contractors, sub-contractors, developers, engineers, and various City Department staff.

• Assist, guide and answer questions of designers, contractors and homeowners about inspection process and inquiries related to their projects.

• Ensure that all required permits have obtained prior to start of the job and before scheduling inspections.

• Coordinate, plan, organize, schedule and dispatch required inspections with appropriate inspectors and other city departments.

• Schedule and dispatch with appropriate inspectors or city staff on complaints received for work being done with no permits or building safety issue complaints.

• Coordinate, plan and organize inspections with project contractors or homeowners working closely with Building, Engineering, Utilities and Fire Inspectors to ensure efficiency of time and scheduling.

• Follow-up with job superintendent or homeowner and monitor building projects to ensure projects are moving forward and obtaining the required inspections.

• Determine when projects are completed, and all inspections have been approved to finalize permits for Chief Building Official signature for Certificate of Occupancy per building project.

Duty 3: Budget, Financial and Operation Support

15% Time Essential Duties Tasks:

• Respond to specific and technical requests for information and assistance from the public, city staff and representatives of other organizations, refer more technical questions or issues to appropriate city staff; ensure follow up to unanswered inquiries.

• Interpret regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints.

• Respond to information requests from the public, outside agencies and other departments by pulling and researching records to provide accurate and detailed information requested.

• Resolve concerns and complaints associated with permitting process.

• Compile, verify and review forms and reports for completeness and conformance with established regulations and procedures.

• Complete record management by keeping house files and software files up to date with current information and records.

• Apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, records, and files.

• Collect, compile, and analyze information and data from various sources on a variety of specialized topics related to the Building Division

• Create, prepare, and assemble reports, manuals, articles, announcements, forms, and other informational materials as assigned.

• Collect and record revenues by reconciling, posting, and depositing department permit payments. Research and resolve payment discrepancies.

• Monitor and approve expenditures, verifying fund balances and proper accounts of the approved budget.

• Prepare, review and process budget claims.

• Monitor, research and prepare invoices for outstanding permit fees owed to the city.

• Send out delinquent notices to customers who have submitted projects and not paid for services rendered. Review, apprise, and assist City Attorney staff in the collection of delinquent accounts deemed "uncollectable".

• Maintain and update Building Division's website with current policies, procedures, and reports.

• Develop forms that guide, inform, and educate the public and other agencies on the City's current code requirements, policies, procedures, and ordinances.

• Order, receive, distribute supplies, forms, and related items; prepares purchase orders and procures equipment and services; contacts vendors and suppliers as needed.

• General day to day assistance for Division staff in the front office procedures and policies.

Duty 4: Permit and Financial System Support - TRAKit, AS-400, Tyler Technology-EnerGov, EPL

15% Time Secondary Duties Tasks:

• Provide technical administrative support and training for TRAKit software, AS-400 and Tyler Technology-EnerGov, EPL.

• Assist in training of new staff members to Building Division and other City positions related to software system.

• Back up support for Community Development Department, Administrative Assistant III for claims and payroll.

Work Schedule

Daily Shift: _

Work Schedule: Su M T W Th Fr Sat

X X X X X

Knowledge, Skills and Abilities

Essential Knowledge, Skills and Abilities Related to this Position: -

Knowledge of:

• Knowledge of construction terminology

• Basic understanding of currently adopted City and State building codes, ordinances, rules.

• Basic knowledge in reading and understanding blueprints, plans and other construction documents.

• Principles and procedures of accurate and complete record keeping.

• Modern office practices, methods, and equipment

• Basic principles and procedures of accounting practices

• Intermediate knowledge of Microsoft Office Suite software, word processing methods, techniques, and programs, including spreadsheets and database operations.

• Knowledge of permitting TRAKiT Software System or other relevant permitting software

• Intermediate mathematical principles and computations

• Advanced principles of budget preparation and control.

• Numerical, alphabetical, and subject matter filing systems, electronically and hard files.

• Principles and practiced used to provide superior Customer Service

Skill or ability to:

• Interpret regulations, policies, and procedures.

• Make decision on matters with independent judgment.

• Employ specialized knowledge of technical practices and precedents.

• Analyze situations and make appropriate decisions without immediate supervision.

• Organize and manage office processes and procedures.

• Effectively work on several different aspects of the position at one time and in a timely manner

• Learn, interpret, and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions of City Government.

• Perform general clerical work involving the use of independent judgment, sound decisions, and personal initiative.

• Respond to inquiries and requests for information regarding policies and procedures, verbally and in writing.

• Research, collect, compile, and analyze information and data for reports and inquiries.

• Plan and organize work to meet schedules and deadlines.

• Communicate clearly and concisely, both orally and in writing with correct usage of grammar, punctuation, vocabulary, and spelling.

• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

License and/or Certificate Requirements

Possession of ICC or equivalent certification as Permit Technician highly desirable.

Must possess a valid driver's license with acceptable driving record at the time of hire and have the ability to obtain a valid MT driver's license within six months of hire.

Minimum Qualifications (Education, Experience, and Training):

Equivalent to the completion of the twelfth grade supplemented by specialized courses in office practices, management, or business administration.

Minimum of three years of and increasingly responsible administrative assistant, office management, accounting, or related experience.

Experience in a building department or planning agency is highly desirable.

Experience in permit processes, understanding of construction terminology and working with design professionals and the public is highly desirable.

Other relevant combinations of education and work experience may be evaluated on an individual basis.

Application Special Instructions

Click here to view full position description

Required Application Materials:

• Cover Letter

• Resume

The first review of applications is on May 10th.

This position is open until filled.