This position is responsible for providing administrative and clerical support to the Permitting & Inspections Department. In addition, this position is responsible for providing data input and reporting on a variety of permit system information. This position is distinguished from other administrative positions, as it is responsible for providing “Administrator” level office support.
Union: American Federation of State County and Municipal Employees (AFSCME).
Essential Job Functions
Primary Responsibilities Include:
- Provide routine administrative support, including, but not limited to: answering telephones, opening and distributing incoming and outgoing mail, scheduling appointments, meetings and meeting space, typing, photocopying, data entry, filing, and ordering office supplies.
- Educate and inform property owners, real estate agents, paralegals as well as the public about the departmental policies, ordinances and new requirements.
- Respond to the public requests for information via telephone, email, walk-in, etc.
- Receive and resolve customer complaints for manager review.
- At direction of manager, schedule routine inspections.
- Process and generate inspection orders in a timely manner; review the orders for accuracy and adherence to protocols, as well as make entries as specified by inspectors or manager.
- Prepare and type letters, minutes, memos, affidavits, liens, conformance forms, Certificates of Occupancy, etc.
- Receive and process complaint information via telephone, email, online, walk-in, etc., enter into the database, and forward to appropriate staff.
- Process rental compliance and zoning compliance request forms.
- Process zoning certificate of occupancy requests.
- Transmit rental and zoning compliance letters to attorneys, realtors, property owners, etc.
- Provide support for vacant buildings administration, including quarterly invoicing, tracking properties, research, and maintaining files.
- Update system upon receiving information pertaining to current property owner address and contact information, and other required data, as well as review updated information for properties for which rental registration and fees have not been received, and produce listing for manager’s review.
- Perform data input of property transfer or change of use information as received, including, but not limited to: receipt of property transfers, information from the Clerk’s or Assessor’s Office, information from Permitting & Inspections staff, via mail receipt of forms, walk-ins, etc.
- At direction of manager, enter various information into the data system, which may include permit applications, inspection reports, orders, tickets, re-inspection, and complaint information.
- Examine and review permit forms and materials to ensure all required information is included in accordance with department procedures.
- At direction of manager, produce various reports from the data system.
- Retrieve files as necessary for conformance requests, complaints, inspections, orders, affidavits, etc.
- Organize and maintain Permitting and Inspection files in a clear and coherent manner to allow for easy retrieval of information as needed.
- Schedule and secure locations for meetings related to department business to include department supported boards and commissions.
- Act as staff to the Burlington Board of Health, to include, scheduling and warning meeting times and locations, preparation of agendas and associated meeting packets, organizing and gathering post meeting information as necessary, and prompt preparation of minutes.
Secondary Responsibilities may include:
- Perform financial and accounting operations including, but not limited to: collecting rental registration payments and various fees, processing and forwarding batches to the Clerk and Treasurer’s office.
- Receive, review and perform data input of Rental Registration Applications and fee information.
- In the absence of the zoning Permit Technician, be able to:
- Record official minutes at board meetings and prepare minutes for signature and distribution in accordance with department procedures.
- Review zoning permit applications for completeness and release zoning permits when complete.
- Schedule and secure accessible locations for all meetings of department-supported boards and commissions and associated subcommittees.
- Ensure proper public notification of all public meetings of department-supported boards and commissions in accordance with city and state requirements including maintenance of mailing lists, and preparation and distribution of agendas and public notices to applicants, property owners, and media outlets, and interested parties in advance of meetings in accordance with department procedures.
Non-Essential Job Functions:
- Performs other duties as required.
Qualifications/Basic Job Requirements
- Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies.
- Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development.
- Proof of COVID-19 vaccination required, reasonable accommodations will be considered.
- Associate’s Degree and five (5) years of experience in a customer service and/or office management/administration capacity is required. Additional experience may be substituted for a degree requirement on a two-for-one year basis.
- Experience in land development, permitting, and/or government administration capacity is preferred.
- Ability to work independently and as part of the customer service team in a fast paced, complex, detail-oriented office environment that features many repetitive tasks and deadlines.
- Ability to handle multiple tasks simultaneously, work under pressure, and adhere to schedules required.
- Ability to interact professionally and respectfully with co-workers, members of the public, and elected officials, in person, by telephone and through email. Must provide customers with prompt and courteous service.
- Ability to operate standard and computerized office equipment.
- Ability to occasionally work overtime, nights and weekends.
- Ability to operate in a Windows based operating environment using word-processing, spreadsheets and specialized database software required.
- Ability to handle numerous phone calls and multi-task in a busy office environment.
- Ability to handle large sums of money.
- Ability to communicate effectively both orally and in writing.
- Regular attendance is necessary and is essential to meeting the expectations of the job functions.
- Ability to handle public complaints with tact and provide excellent customer service.
- Ability to handle and file confidential material with discretion and tact.
- Attention to detail required.
- Ability to establish work and filing systems and keep information organized and accessible required.
- Ability to understand the Code Enforcement systems and obtain a general knowledge of related ordinances.
- Ability to attend monthly meetings or events outside normal business hours is required.
Promoting a culture that reveres diversity and equity.
The City of Burlington is proud to be an equal opportunity employer, and we are strongly committed to creating a dynamic and equitable work-force that mirrors the population and world that we serve. We do not discriminate on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, crime victim status, veteran status, disability, HIV positive status, or genetic information in employment or the provision of services.
In addition to being an equal opportunity employer we actively encourage applicants who can contribute to our growing diversity to apply.
Applications for our employment opportunities are only accepted online through our Government Jobs website.
For accessibility information or alternative formats, please contact Human Resources Department at 802-540-3057 or email@example.com.