Permit Services & Front Desk Specialist

City of Portland; Portland (ME); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Health insurance (city-paid)

13 paid holidays

Sick, vacation, and personal leave

Life, dental, vision, and income-prote

Retirement plans including pension

Recreation facilities access

Fitness reimbursement

Professional development discounts

Job summary

The City of Portland Public Works Department seeks a versatile professional to drive front-office operations, managing the end-to-end permit and inspection pipeline—from intake to issuance—while maintaining high administrative standards.

You will assist the public, process applications, verify approvals and licenses, handle payments, and support inspectors and staff. This is a union position with a strong benefits package and regular daytime hours.

Qualifications

• Experience in similar support services role with clerical and administrative duties.
• Working knowledge of Microsoft Office and electronic permitting software.
• Knowledge of basic accounting and arithmetic principles.
• Excellent business English, grammar, punctuation, and spelling; ability to compose correspondence.
• Ability to work independently in absence of management per policies.
• Ability to handle confidential information and maintain discretion.
• Experience with Google Suite; experience with website is a plus.
• Experience in data handling and data processing in municipal or private sectors.

Responsibilities

• Represent the department and city with high-level customer service.
• Assist with processing permit applications, permit requirements, and educating customers on permits and code compliance.
• Verify approvals, licenses, valuations, and fees; accept payments; issue permits as authorized.
• Assist the public with permit applications and status inquiries.
• Coordinate inspection requests and perform clerical duties for permit applications.
• Prepare routine letters and memoranda; update official files and records.
• Prepare and bill street opening permits and related restoration charges.
• Serve as back-up for other front office positions as needed.
• Generate and summarize data reports and perform basic research.

Skills

Customer service

Office administration

Written and verbal communication

Confidentiality

Independent decision making

Microsoft Office

General clerical skills

Education

High school diploma with secretarial/business courses

Tools

Google Suite

Permitting software

Scanning/digital records archiving systems

Job description

The City of Portland Public Works Department seeks a versatile professional to drive front-office operations, managing the end-to-end permit and inspection pipeline—from intake to issuance—while maintaining high administrative standards.

You will assist the public, process applications, verify approvals and licenses, handle payments, and support inspectors and staff. This is a union position with a strong benefits package and regular daytime hours.