Building Permit and Administrative Coordinator

The City of Rogers is accepting applications for the position of a full-time Building Permit and Administrative Coordinator.  The position is responsible for providing technical assistance and cursory plan review of building permit applications, drawings, documents, based on established criteria and basic code training, to customers applying for permits online and within City Hall. Directs and provides feedback for customers and assists contractors, architects, engineers, and homeowners on the phone. Coordinates the permit issuance and closing process with the City’s appointed Building Department, Community Development Department, Fire Department, and Engineering Department. Responsible for answering and directing calls staff and assisting visitors who come into City Hall. Minimum qualifications high school diploma or equivalent and two years increasingly responsible general office experience. 

Title: Building Permit and Administrative Coordinator

FLSA Status: Non-exempt

Department: Administrative

Position Status: Full-time

Accountable To: Assistant City Administrator

Grade: 8/9

Supervision of Others: None

Revision Date: March 2024

Salary: Expected range $30 to $34 hourly

Closing: 05/06/2024

 

POSITION SUMMARY:

Provides technical assistance and cursory plan review of building permit applications, drawings, documents, based on established criteria and basic code training, to customers applying for permits online and within City Hall. Directs and provides feedback for customers and assists contractors, architects, engineers, and homeowners on the phone. Coordinates the permit issuance and closing process with the City’s appointed Building Department, Community Development Department, Fire Department, and Engineering Department. Responsible for answering and directing calls to City Hall and assisting visitors who come into City Hall.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential functions listed below are intended as illustrations of the various types of work that may be performed.  The omission of specific duties does not exclude them if the work is similar, related or a logical assignment to the position.

  • Reviews online commercial and residential permit applications for content and completeness. Performs a pre-screen review for conformance with the basic code requirements and communicates with the applicant to resolve any rejected or incomplete applications. Accepts completed commercial and residential permit applications and documents.

  • Ensures that proper fees are allocated to and received before the issuance of permits. This may include tracking and monitoring SAC Determinations as received by the Metropolitan Council.

  • Coordinates the acceptance of payment for approved permits and projects with the Finance Department. Collects escrows, as needed.

  • Reconciles payments to the City’s contracted Building Official with the permitting software and files the quarterly Permit Surcharge Report with the MN Department of Labor and Industry.

  • Directs residents and contractors with what permits are required, how to apply, and status updates as requested.

  • Tracks permit statuses including expiration of permits and takes steps required to ensure proper process is followed and managed.

  • Serves as the staff liaison and subject matter expert for the online permitting system. Works collaboratively with other departments to ensure the system is meeting the city’s needs and/or leads process improvements.

  • Provides reports to City leadership staff and City Council on permitting activity.

  • Prepares and scans documents as needed. Scans and indexes permit documents and commercial plans. Retrieves documents as needed for customers and staff in Laserfiche.

  • Aids in the coordination of the city’s recycling program including discussions with the city’s appointed recycling servicer and resident inquiries on this item.

  • Receives, directs and/or handles telephone calls. Takes a primary role interpreting information related to permits. Properly directs all other calls to the relevant staff members within the city.

  • Assists customers at the front desk at City Hall with various questions, comments, or concerns. This includes initial interactions and interpreting who the proper staff member is to assist with the item.

  • Assists with the mail and package sending and delivery.



PERFORMANCE STANDARDS

Ability

  • Must have general knowledge of building, mechanical, electrical, fire and plumbing code questions.

  • Must be able to interpret codes and ordinances and understand who to forward challenging questions to.

  • Must have the ability to work independently and prioritize work.


Communications

  • Must have the ability to actively listen to others for understanding of their needs and situations, and the ability to speak and write English clearly.

  • Must be able to assertively control conversations in order to quickly and accurately gather pertinent information and be able to communicate this information professionally and precisely to the proper recipient.

  • Must be able to read and understand correspondence, memoranda and directives.

 

Decision Making

  • Must act in a manner using good judgment.

  • Must be able to assess problems and situations and be able to anticipate needs and evaluate alternatives.

  • Must have the ability to multi-task and work in a fast-paced environment.

Interpersonal Relationships

  • Must be consistent in dealing with people, must be sensitive to others’ problems and concerns without direct involvement.

  • Must exclude personal biases from work performance.

  • Must strive to promote a cooperative atmosphere.

  • Must have a positive attitude.

 

Professional Attitude

  • Must have commitment to the organization, willingness to take initiative, dependability, maturity in relationships with others, and self-confidence.

  • Must represent the organization to other agencies staff and citizens with a courteous, helpful, accurate and business-like attitude in all telephone and personal contact.

 

Quality of Work

  • Must be able to produce quality, accurate work.

  • Must be able to detect and learn from any errors.

  • Must be able to utilize work time properly and productively.

  • Must have the ability to maintain records in an accurate and accessible manner.

  

WORK ENVIRONMENT

Work is generally performed in an office environment with standard office equipment and furnishings available. Occasionally, may be required to attend off-site trainings or meetings.

PHYSICAL REQUIREMENTS

  • Must have the ability to read and discern visual images on a variety media types.

  • Must have the ability to operate a personal computer and applicable software (word processing, spreadsheet, accounting), 10-key adding machine or calculator, fax, copier, and telephone.

  • Must be able to sit for long periods of time.

  • May, occasionally, have to lift 25 pounds or more.

MINIMUM REQUIREMENTS

  • High school diploma or equivalent.

  • Two years of increasingly responsible general office experience is required, with additional office experience including reception, data entry, word processing and filing.

  • Experience with Microsoft Office or closely related fields.

  • Valid Minnesota driver’s license.

DESIRABLE TRAINING AND EXPERIENCE

  • Prior exposure or experience to local government work, specifically within a building, fire, planning, and/or engineering department.

  • Prior experience with governmental application and permitting processes is preferred.

  • ICC Permit Technician certification.

  • Familiarity or past experience managing contracts and recycling and yard waste programs.

  • Experience working with permitting and other software services, including Laserfiche, and CitizenServe.

  • Experience working with the public or knowledge in customer service.

lucy Hall