Administrative Assistant/Permit Technician

DATE: 7/27/00

JOB TITLE: Administrative Assistant/Permit Technician
DEPARTMENT: Community Development
DIVISION: Building Inspection

IMMEDIATE SUPERVISOR: Building Official

OF DIRECTION OTHERS: Part-Time Administrative Assistant

EDUCATION, TRAINING, AND EXPERIENCE REQUIRED: High school graduate with post secondary education in Building Inspection Technology and a minimum of 4 years experience in an office setting relating to secretarial receptionist duties. Certified permit technician preferred.

NATURE OF WORK: Process construction permits and plan review applications. Review residential construction documents for code compliance. Schedule construction inspections, prepare reports and perform various secretarial duties.

WORK PERFORMED / AREAS OF RESPONSIBILITIES:
I. Process construction permit applications and route plans to other departments for review Performs detailed code compliance reviews of residential construction plans.
A. Review residential building plans for compliance with State Energy Code, and light and egress requirements of the building code.
B. Issues building permits after all required reviews are completed.
C. Review building setback requirements with property owners.
D. Schedule construction inspections.
E. Collect and receipt of financial transaction of the department including process, mail and receipt collections for various types of permits issued through fax and billing process.

II. Review, approve and issue verifications for plumbers and gas installer in the City.
A. Schedule testing, check tests, and issue gas installer certificates.
B. Maintain a list of licensed contractors, verify license status with State Commerce Department and forward violations to the State of Minnesota.
C. Responsible for maintenance of computer building permit system, property ownership, creation of new parcels and addressing of parcels within the system.

III. Contributes in a timely manner to effective communication of data, information and reports
Relating to the Building Inspection Division and Planning Department activities and functions.
A. Types correspondence, reports, tabulations, research reports and special projects.
B. Types meeting agendas and minutes, notices, citations and other material from rough draft or verbal instructions.

IV. Performs search of documents from file data for preparation of compiling data for administrative and public use.
A. Gathers information to be used in bulletins, questionnaires and other documents.
B. Makes various computations on materials assembled.
C. Mails bulletins, minutes and reports as required.

V. Establishes and maintains file system to provide easy access to records and documents.
A. Catalogs, classifies and files materials and records.
B. Works with property owners to find solutions if plans do not meet applicable codes.

VI. Attends meetings as required.
A. Records minutes of proceedings as required.
B. Types proceedings for review.
C. Distributes minutes to various members of boards and commissions.

VII. Performs all other job-related activities as needed and directed.

EXTENT AND TYPE OF INTERACTION WITH PUBLIC:
I. Helps develop public understanding of work and activities of the division.
A. Responds to citizen questions and requests for building permits, materials and Information.
B. Responds to telephone requests and refers callers to other staff members.
C. Provides information to the public on division functions and services.

EQUIPMENT AND TOOL OPERATION:
Employee must be capable of operating miscellaneous equipment relative to this position Which shall include, but may not be limited to: audiovisual equipment, computers, copiers, FAX machines, public address system, and calculators.

HOURS AND WORKING CONDITIONS:
I. Hours vary but are generally 8:00 a.m. – 5:00 p.m., Monday through Friday.
II. Employee will be responsible for attending a minimum of two evening Planning Commission meetings per month.
III. Indoor working environment with frequent contact with general public.

In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands: This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to twenty-five (25) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.