Administrative Assistant - Building Permit Technician

Job Summary

Serves as liaison to the public for building code administration and building permit requirements. Assists the Building Official with statutory duties in administering the MN State Building codes. Performs professional and technical level of support and exercises independent judgment in implementing decisions and in providing information based on practical and administrative parameters of the Codes/Statutes. Examines and completes plan review for minor residential projects. Performs general office management procedures. Maintains departmental files requiring considerable knowledge of departmental policies and functions. Assists in implementation of new techniques and technologies to enhance and improve procedures within the department and service to the customers. Work is primarily performed in an office setting.

Job Description

ESSENTIAL DUTIES

• Provides administrative and technical support to the Building Inspections department, including assisting supervisor and other staff with requests. Receives permit applications and screens for completeness, collects money, issues receipts, receives mail, schedules appointments and inspections, assists people in searching files for information, and other related tasks.  

• Responds to diverse and complex phone, written, and oral inquiries from the general public and county employees related to department programs and services and answers technical questions from customers about building inspections.  

• Collects data and compiles information for required reports; explains reported data and distributes reports as needed.  

• Manages, organizes, and works on special projects at the discretion of the Building Official.  

• Assists in implementation of new techniques and technologies to enhance and improve procedures within the division and service to the customers.  

• Assists the public in matters relating to building permitting and code requirements. 

• Completes submittal intake review and final processing for all permit types.  

• Completes building permit plan review of minor residential projects, verifying compliance with State and Local codes. 

• Updates and maintains building inspections department website including related web files and links.  

• Maintains building permit files and sends out notices regarding aging permits and closing files. 

• Creates and maintains Building Inspections department procedure manual and process mapping.

• Utilizes computer, including MS Office software, as well as unit specific software, for a variety of tasks where accuracy is required; provides technical assistance to other staff.  

• Records and maintains a variety of numerical, statistical, and resource records.

• Completes special projects such as development and revision of brochures and manuals, scanning completed files and office organization, forms creation and supply maintenance, ongoing program reporting, etc.

• Processes data requests in accordance with MN Government Data Practices Act.

• Develops forms and handouts for department use and distribution to the public.

• Works the hours and/or shifts assigned and begins and ends work on time.  

• Performs other related departmental duties as required or assigned.

MINIMUM QUALIFICATIONS
Requires equivalency of high school graduation, one year of post-secondary education or training, and two years of progressively responsible experience with Building Inspections and/or Building Codes. A reliable form of transportation for the performance of work responsibilities is required.
PREFERRED QUALIFICATION(S)
High level multi-tasking and well organized. Uses independent judgment when appropriate.
Advanced level expertise in working with MS Office and permit software applications is highly desired. Knowledge of building codes and inspection methods and ability to read and understand building plans and construction terms. Working knowledge of SharePoint, Blue Beam, and City View. Mathematical abilities for calculating building loads and areas.
Preference given for a bachelor's degree in a related field, or work experience in Building Inspections, and/or ICC Permit Technician certification.

SUPERVISORY CONTROLS
The employee is under general guidance and direction from the Building Official. Work is performed according to established guidelines and general instructions. The employee uses independent judgment in setting priorities and in choice of procedures to follow. Work is periodically checked for conformance with established policies and requirements.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of county policies, procedures, rules, statutes, and ordinances related to program area. 

Knowledge of MN Building Code Administration and basic knowledge of the State Building Codes.

 Knowledge of State Contractor licensing and registration requirements .

 Knowledge of record management, record retention, and archiving techniques, including the use of electronic imaging software and associated equipment.

 Knowledge of modern public or business procedures and practices. 

Knowledge of basic bookkeeping practices. 

Knowledge of the political structure and organization of township, county, state, and federal agencies. 

Knowledge of English spelling, punctuation, and grammar and ability to compose letters and correspondence. 

Knowledge of the operation of office machines such as copiers, fax machines, PCs, etc. 

Knowledge of electronic and hard copy records management and forms control. 

Knowledge of various software packages including spreadsheets, graphics, GIS, and permitting software. 

Knowledge of effective communication media, tools, and practices. 

Abilities – Ability to make independent decisions concerning choice of procedures to follow; ability to work independently without close supervision. 

Ability to read and interpret building code and other laws pertaining to the regulation of buildings and to tactfully and effectively communicate, orally or in writing, with the general public while maintaining effective relationships.

Ability to read and interpret construction plans and specifications.

Ability to independently recognize, evaluate, and properly resolve unique problems or situations requiring the exercise of good judgment.

Ability to deal tactfully and efficiently with a wide variety of people, both staff and the public. 

Ability to establish and maintain effective professional working relationships with county officials, employees, and the public. 

Ability to understand and follow complex oral and written instructions. 

Ability to use MS Office software, specifically SharePoint, for the performance of essential duties. 

Ability to use appropriate discretion in dealing with matters of a confidential nature. 

Ability to compose and maintain correspondence, minutes, and legal records. 

Ability to type accurately from rough draft, voice recordings and other sources. 

Ability to maintain accurate and organized records. 

Ability to work in a team environment. 

Ability to create work plans and meet timelines. 

Ability to make independent decisions concerning choice of procedures to follow; ability to work without close supervision. 

Ability to make difficult computations accurately in a timely manner. 

Ability to communicate effectively both orally and in writing.
 
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. 

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.