Permit Technician

Village of Jackson; Town of Jackson (WI); On-site; USD 25,000 - 39,000; Part time

Job summary

Village of Jackson seeks a part-time Permit Technician/Office Assistant to handle permit processing, customer inquiries, and related information for projects of varying size. The role includes organizing permit records, scheduling inspections, and assisting the Director of Inspections and inspectors.

Hours are generally 20 per week, Monday through Friday. Responsibilities include issuing permits, handling public information, maintaining data, and coordinating with utility staff as needed.

Qualifications

• High School diploma or GED required.
• Equivalent of 2 years of advanced education in administrative and computer science desired.
• Preference given to a candidate with prior municipal government experience.

Responsibilities

• Assist the Director of Inspections in carrying out day-to-day department operations.
• Answer questions from visitors, telephone calls, emails, and other inquiries.
• Assist in providing information, forms, and permits to the public; review permit applications for completeness.
• Assess fees and charges based on project type and scope; route projects to relevant Village departments.
• Issue and approve non-complex permits (mechanical, electrical, plumbing, roofing, siding, etc.).
• Input, retrieve, and update data on permits, inspections, code violations, and construction activity.
• Serve as liaison between residents, contractors, and staff for accurate information transfer.
• Process inspection requests from contractors and citizens; handle complaints related to permits.
• Perform general administrative duties: filing, scheduling, composing, issuing communications.
• Provide front counter assistance to the Utility Clerk as needed; assist with workload.
• Coordinate Plan Commission submittals and packet preparation.
• Maintain professional communications with co-workers, supervisors, officials, and the public.

Job description

The Permit Technician/Office Assistant performs a variety of simple and complex duties involving the processing and issuance of permits, handling of customer inquiries, and providing permit related information related to projects of varying size and complexity to property owners and contractors. The Permit Technician/Office Assistant is also responsible for organizing and maintaining related departmental permit records and regularly reviews permit files to assess whether projects are progressing as required and schedules inspections for the inspectors. This role requires frequent and direct communication with residents, contractors, and consultants and assists the Director of Inspections and Assistant Inspector(s) with general office duties, scheduling, and communications. This position may also periodically assist the Village Utility Clerk on an as-needed basis. Hours may vary, and shall generally be 20 hours per week, Monday through Friday.

Other duties or functions may be required from time to time, and thus the information below is not an exhaustive list of responsibilities for this role.

• Assists the Director of Inspections in carrying out the day-to-day operations of the Department.
• Answers questions from visitors, telephone calls, emails, and other inquiries.
• Aids in providing information, forms, and permits to the public as well as receives, reviews and processes permit applications. Applies appropriate policies and procedures to determine completeness of applications. Assesses fees and charges based on project type and scope; utilizes independent decision-making skills. Routes projects to certain Village departments where necessary.
• Issues and approves non-complex permits such as mechanical, electrical, plumbing, roofing, siding, etc.
• Inputs, retrieves, and updates data and information related to all permits, inspections, building, plumbing, electrical, HVAC code and zoning violations, and building and construction activity.
• Serves as a liaison between residents, contractors, and appropriate staff to ensure information is transferred accurately and timely.
• Receives and processes inspection requests from contractors and citizens.
• Receives and processes building and property maintenance code related complaints.
• Follows up with permit applicants, property owners, and contractors regarding project status.
• Responds to and resolves issues related to permit submittals and issuance, technical questions, etc.
• Performs general administrative duties such as filing, scheduling, composing, and issuing various communication material including letters, email, and other documents.
• May provide front counter assistance to the Utility Clerk during scheduled breaks, vacation time, sick-time and when additional workload warrants assistance.
• May perform certain field work as determined by supervisor.
• Assists with coordination of Plan Commission submittals and packet preparation.
• Frequent inside and outside contacts with co-workers, immediate supervisor(s), elected officials, and taxpayers. Contacts involve corrections or adjustments where some tact is essential to resolve minor problems.

A high School diploma or GED is required. The equivalent of (2) two years of advanced education in administrative and computer science is also desired. Any equivalent combination of experience and training which provides the required knowledge skill and ability may be considered. Preference given to a candidate with prior municipal government experience.

LICENSE/CERTIFICATION REQUIREMENTS:

A valid Wisconsin driver's license is required. A high degree of technical aptitude and attention to detail is necessary for this position. A general knowledge and understanding of construction industry terminology, practices, and procedures common to construction trades is essential. Self-motivation and able to problem solve and carry out assigned tasks with limited supervision including the ability to multi-task, assemble and organize data/documents while working in a fast-paced environment. Ability to interpret and convey various regulations, policies, and procedures tactfully while establishing and maintaining effective working relationships with contractors, architects, property owners, village employees, government officials, and the public using effective oral and written communication. Proficiency using/operating computers and various software programs, GIS, mobile devices, modern office equipment, and other tools or equipment relating to inspection practices. Experience with cash receipting and basic accounting practices. Maintains a courteous and professional demeanor, especially during difficult situations. Willingness to work with a diverse staff in a casual and professional office environment.