Administrative Assistant (Permit Technician)

City of Williston; Williston (ND); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Williston is seeking a Clerk/Permit Technician to serve as the first contact at Building Safety, handling in-person and phone inquiries. You will screen permit documents, interpret ordinances, issue permits, collect fees, and coordinate inspections while maintaining filing systems and handling payments with accuracy.

Ideal candidates have a high school diploma with business or computer training and at least two years of clerical experience, and must be able to work independently and

Qualifications

• Language Skills: ability to read, analyze, and interpret general business information and govern­ment forms.
• Strong written and oral communication with the public and city staff.
• Experience handling payments, records, and filing in an office setting.

Responsibilities

• Serve as the first point of contact for Building Safety in person and by phone.
• Obtain and pre-screen documents for permit issuance and gather additional information as needed.
• Interpret City ordinances and issue permits per procedures, informing applicants of policies.
• Answer telephone and emails, relay information to applicants from other departments.
• Schedule inspections and maintain organized filing, operate office equipment.

Skills

Customer service

Communication

Multitasking

Office software

Independent work

Education

High school graduate with business/computer training

Job description

Summary

Demonstrates the capability to independently assess situations and make informed decisions at the issuance counter, with a firm understanding of basic construction primary components and practices related to the project. Provides technical guidance in the distribution of construction and development permits, ensuring compliance with the established regulations and codes adopted by State and local jurisdictions.

Supervision Received

Development Services Director

Supervision Exercised

None

FLSA Status

Non-Exempt

Essential Job Functions

1. Serves as the first point of contact for Building Safety in person and over the phone. This includes regular interaction with contractors, city officials, other city employees, and the general public.
2. Obtain and pre-screen documents for the issuance of permits. Gather additional information as needed.
3. Understand and interpret City ordinances.
4. Issue permits in accordance with prescribed procedures; informs applicants of basic policies and procedures; collects and accounts for fees.
5. Answers telephone and emails.
6. Relays information to applicants from other departments.
7. Schedules inspections.
8. Maintain an organized filing system.
9. Operates various office equipment.
10. Receives and processes payments, checks data, and balances accounts daily.
11. Ability to work independently and multitask.
12. Performs other reasonable related duties as assigned by immediate supervisor and other management as required.
13. Ability to take and pass the I.C.C Permit Technician Certification within 1-year of employment.
14. Performs all work duties and activities in accordance with City policies and procedures.

Peripheral Job Duties

Types letters, reports, statements, memoranda, and other materials from copy, rough draft, or other sources; fills in forms and index cards; composes routine correspondence and other material from general instructions or records; picks up and delivers mail.

Note

The functions and duties listed are intended only as illustrations of the various types of work that may be performed. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Minimum Qualifications

Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to understand and fill out government forms. Ability to effectively present information and respond to questions from groups of managers, customers, and the general public.

Mathematical Skills

Ability to calculate figures and amounts such as percentages and area with the ability to apply concepts of basic algebra and geometry, ability to create and understand formulas in spreadsheets required to spread special assessment costs and submit project estimates. Reasoning Ability: Ability to thoroughly understand and utilize a variety of computer programs. Ability to create and understand database and spreadsheet functions which are essential for effective job performance. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to perform the job without supervision. Ability to plan, layout, and carry out office procedures. Ability to assemble, organize, and present in written or oral form statistical, financial, and factual information derived from a variety of original and secondary sources. Ability to establish and maintain effective working relationships with other employees, city officers, city officials, and the public. Ability to work with the public and their complaints without losing composure or temper.

Education

High school graduate or equivalent with business or computer-related post-graduate training.

Experience

Two years of increasingly responsible experience in general clerical office work, or any equivalent combination of education and experience

Physical Demands

Thephysicaldemandsdescribedherearerepresentativeofthosethatmustbe met by an employee to successfully perform the essential functions of this job. Reasonable accommodationsmaybemadetoenableindividualswithdisabilitiestoperformessentialfunctions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools or controls; and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and climb or balance. The employee must occasionally lift and/or move up to25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to focus.

Equipment Used in Job Performance

Personal computer, copier, calculator, telephone, fax machine, laminating machine, printers, and scanners.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee regularly works indoors but sometimes travels within the city for reasons related to the job. The noise level in the work environment is moderate.

Veterans Preference

To be granted veterans preference, the required forms, letters or certificates must be submitted with the application.

Equal Employment Opportunity

The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services, and complies with the provisions of the North Dakota Human Rights Act.

Property Rights

Any materials, files, documents, electronic tools, or other items collected or created by an employee in connection with their employment remain the property of the City. Additionally, all material created, transmitted/sent, received, deleted, downloaded, or stored using electronic tools are and remain the property of the City. Employees have no expectation of privacy when using City property.

Equal Employment Opportunity/Affirmative Action

The City of Williston is an Equal Employment Opportunity/Affirmative Action Employer.