Administrative Assistant - Building & Licensing Department

Full-Time Position and Part-Time position available

Administrative Assistant- Building & Licensing Department

GENERAL POSITION SUMMARY

Provides administrative support to the Building and Licensing Department, City Arborist, and to the City Clerk. Greets applicants seeking permits and licenses in person at the front desk and on a multi-line telephone system. Explains permit and licensing application processes and procedures. Receives building permit and licensing applications and related documentation. Schedules various types of inspections, and responds to public inquiries. Calculates permit application fees, license fees, re-inspection fees and other departmental fees/services.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Provides permitting information for citizens, permit expediters, builders, contractors, engineers, architects, other City departments and the general public.
• Accepts, verifies, and records building permits and business licensing applications.
• Accepts, verifies, and records fence, sign, and tree permits. Processes plumbing permits to completion.
• Accepts, verifies, and processes rental permit applications.
• Calculates permit application fees, license fees, re-inspection fees and other departmental fees/services.
• Processes permits for customer pick-up.
• Assists in responding to FOIA requests.
• Assists the Permit Coordinator in the completion of the end of the month report by compiling, organizing, and copying all department permits, receipts and business license information. Forwards necessary documents to Sussex County.
• Schedules permit and rental inspection appointments.
• Responds to customer inquiries.
• Maintains complex records.
• Performs related work as required.

MINIMUM ENTRANCE QUALIFICATIONS

Education and Experience

• A high school diploma (or GED equivalent) and additional training or up to one (1) year of job-related course work after high school
• At least one (1) to three (3) years of related work experience
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities

Licenses or Certifications

• None.

OTHER JOB REQUIREMENTS

• None.

PREFERRED QUALIFICATIONS

• None.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• City permitting processes
• Basic applied mathematics
• Computer software applications
• Modern office procedures

Skill in:

• Performing a variety of duties, often changing from one task to another of a different nature
• File organization and maintenance
• Problem solving and conflict resolution
• Customer service

Ability to:

• Meet schedules and deadlines of the work
• Follow oral and written instructions
• Compute, maintain and prepare complex records
• Pay attention to detail
• Read and interpret documents
• Compute and record numbers correctly
• Review permit applications and plans
• Interpret and communicate codes and ordinances

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position involves light physical demands, such as exerting up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects.