Administrative Assistant II - Permits/Licenses

Job Title

This is highly responsible administrative and office work of a varied nature involving responsibility for processing permits, issuing permits, processing license applications, issuing licenses, and financial reporting that supports these activities. This position also serves as Secretary to the Planning Commission and Economic Development Authority, including coordinating with the contracted minute-taking service, reviewing and processing meeting minutes, maintaining official records, and filing commission-related documents and paperwork. This position provides general administrative support to the Community Development Department, requiring judgment and knowledge gained through experience. Decisions are made in terms of established policies, procedures, precedent, and routine, with difficult, non-routine or complex problems referred to a supervisor. Instructions may be received on new projects, but the employee will generally work with considerable independence, using direction and judgment in completing duties. Must be able to move efficiently between a wide variety of daily tasks. Work is performed under the general supervision of the Building Official and may be evaluated and verified by other Community Development department personnel.

Examples of Duties

• Interviews, screens, and refers callers; responds to various inquiries and grievances regarding building permits, license applications, and other department services and functions.
• Receives and reviews applications from property owners, contractors, and businesses for permits and licenses to ensure completeness and compliance with established requirements; calculates fees, prepares invoices, processes payments, maintains related records, and issues permits and licenses.
• Administers the City's business licensing process, including receiving and reviewing applications, collecting fees, coordinating required departmental reviews, preparing licensing items for City Council consideration, obtaining approvals, and ensuring all required submissions and documentation are provided to applicable state, county, and other regulatory agencies prior to final license issuance.
• Types correspondence, reports, forms, and other material from rough copy, oral instructions, or established procedure; composes and types routine letters, memos, and other materials.
• Performs a variety of moderately complex clerical tasks, such as compiling, calculating, and preparing special reports; establishes and maintains records and files.
• Assists in balancing fees (monthly, quarterly, and annually) obtained through issuance of various permits and licenses, and submit reports and fees to various agencies.
• Serves as Secretary to the Planning Commission and Economic Development Authority; coordinates meeting logistics, attends all regular and special meetings, reviews and processes meeting minutes prepared by a contracted service, maintains official records and files, prepares meeting rooms and materials, and administers all commission and authority documentation and recordkeeping procedures. Meetings are held monthly during evening hours.
• Prepares and processes purchase requisitions and payment vouchers for the Community Development Department.
• Purchases office supplies and equipment for the Community Development Department.
• Responsible for scanning documents for department into Laserfische records system.
• Works closely with other departments for rental licensing and public works matters.
• Performs other duties related to the department as assigned.

Qualifications

Required Qualifications

• High School diploma or equivalent.
• Proficiency using computers and business software, including Microsoft Office applications such as Word, Excel, Outlook, and document management systems.
• Two years of progressively responsible administrative, clerical, permitting, licensing, customer service, records management, or related office experience.
• Experience providing customer service and communicating effectively with the public, contractors, business owners, and other stakeholders, both in person and by telephone.
• Ability to attend evening meetings of the Planning Commission and Economic Development Authority as required.

Desired Qualifications

• Experience working in a municipal, county, or other public-sector environment.
• Training and/or experience performing clerical and accounting duties for a construction company or with licensing or permitting at a unit of government.
• Experience with permitting, licensing, agenda management, or records management software.
• Experience processing financial transactions, reconciling accounts, and preparing financial or regulatory reports.
• Experience maintaining records, processing applications, handling cash receipts or payments, and performing data entry with a high degree of accuracy.

Knowledge, Skills, and Abilities

• Knowledge of English, spelling, vocabulary, and proper grammar and usage.
• Knowledge of modern office practices, procedures, and records management principles.
• Knowledge of office equipment, practices, and procedures.
• Knowledge of basic accounting, cash-handling, invoicing, and financial recordkeeping practices.
• Ability to learn and apply City ordinances, policies, procedures, permitting requirements, and licensing regulations.
• Ability to maintain accurate records and prepare reports, correspondence, agendas, minutes, and other administrative documents.
• Ability to handle task interruptions with the ability to be able to return to that project prior to interruption.
• Ability to establish and maintain effective working relationships with co-workers and the public.
• Ability to communicate effectively, orally, and in writing.
• Ability to plan daily workload independently and complete assigned tasks by deadline.
• Skill in the use of computers, permitting and licensing software, records management systems, and Microsoft Office applications.

--AN EQUAL OPPORTUNITY EMPLOYER-- M/F/V/H

The City of Columbia Heights does not discriminate on the basis of disability in employment or the provision of services.