Permit Technician / Administrative Assistant

City of West Lake Hills, Texas; Austin (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

The City of West Lake Hills is seeking a Permit Technician / Administrative Assistant to provide permit processing, customer service, and administrative support for the Building & Development Services and Administration Departments. This on-site role serves as a primary contact for citizens, contractors, and customers.

You will assist with reviewing applications, tracking statuses, and coordinating with departments to ensure efficient city services.

Qualifications

• High school diploma or equivalent; Bachelor’s degree in related field is highly desirable or working towards a degree.
• 2 years clerical experience in a municipal setting.
• Valid Texas Driver’s License.

Responsibilities

• Process and review routine building permits and administrative applications.
• Assist with tracking and updating building and development applications and projects.
• Enter complaints and track Code Enforcement violations in the online system.
• Provide customer service via in-person, phone and email channels.
• Assist with meeting minutes and agenda packet preparation as needed.

Skills

Clear communication

Staff relations

Independent work

Analytical thinking

Customer service

MS Office proficiency

Education

HS diploma or equivalent

Bachelor’s degree desirable

Tools

GIS

Incode

My Government Online

Job description

Under the direction of the Director of Building & Development Services, the Permit Technician / Administrative Assistant provides permit processing, customer service, and administrative support for the Building & Development Services and Administration Departments. This position serves as a point of contact for citizens, contractors, and customers, assists with department operations, and supports the efficient delivery of City services.

SUPERVISION RECEIVED

Reports to and works under the general supervision of the Director of Building & Development Services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Reviews and approves routine building permits (single trade, roof, small project).
• Assists with reviewing other building and development applications submitted to the City to determine administrative completeness by reviewing checklists and determining correct application fees.
• Assists with tracking, coordinating, and updating the status of building and development applications and projects.
• Utilize Microsoft Outlook Calendar to schedule meetings and track deadlines for the Building & Development Services Department.
• Assists with configuring and updating online tracking systems (MyGovernment Online, CivicPlus) portal settings and documents.
• Assist with entering complaints and tracking Code Enforcement violations and cases in online tracking system.
• Assist with document gathering and preparation in response to Public Information Requests as needed.
• Assist with keeping track of variance approvals and draft variance approval letters to applicants.
• Attend, occasionally, Zoning and Planning Commission, Board of Adjustment and/or City Council meetings to observe and/or take minutes.
• Maintains City contractor registry.
• Assist customers with online, telephone, and in-person permit payments and inspection scheduling.
• Assist with answering incoming calls and other clerical/office tasks as needed, including, but not limited to, printing, making photocopies and scanning documents, preparing draft public notices and notification addresses, assistance with BOA/ZAPCO/City Council agenda packet preparation.
• Other duties as assigned by the Director of Building & Development Services.

Administration Assistant:

• Primary contact and interacts with public for Administration and Building & Development Departments via telephone, email, or in person to provide support, answer questions, and provide information regarding assigned services.
• Serves as a liaison between the City and citizens by coordinating communication, routing requests, and assisting with connections to the appropriate department.
• Serves as the point of contact for residential solid waste services, assisting residents with enrollment, questions, and service-related issues.
• Prepare and process weekly bank deposits as needed, coordinating with the Wastewater and Accounting
• Manager to ensure accurate and timely deposit processing.
• Maintain pertinent files and official documents, including annual liquor licenses (TABC permits), solicitation objections, short-term rental (STR) permits, sanitation and wastewater records, financial records, and other departmental documents as required.
• Participate/assist in all emergency management activities, as assigned.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent experience; Bachelor’s degree in related field is highly desirable or working towards a degree in related field.
• 2 years clerical experience in a municipal setting.
• Valid Texas Driver’s License.

KNOWLEDGE AND UNDERSTANDING

• Principles and practices of office administration, including general office procedures and administrative support functions.
• General office equipment operations, such as computer, copier, scanner, phone, and fax machine.
• Proper cash handling procedures and basic mathematical calculations.
• City planning and development review processes, reviewing/interpreting City codes.

REQUIRED SKILLS / ABILITIES

• Clear and concise communication skills, orally and in writing, including active listening.
• Establish and maintain effective working relationships by interacting with the public, City employees, officials, and other stakeholders in a positive, professional, and productive manner.
• Work independently with minimal supervision.
• Analyze situations accurately including systematically reviewing existing information, codes, and policies, and seeking additional information by coordinating with other key parties.
• Service-oriented and able to resolve resident grievances.
• Technological and computer proficiency in the Microsoft Office applications and ability to learn new software as needed.
• Experience with GIS, Incode , and My Government Online a plus.
• Fill in for other positions when necessary.

PHYSICAL DEMANDS

• Sit at desk for prolonged periods answering phones, performing keyboarding, operating a computer, filing, copying, and doing other administrative work.
• Possess general manual dexterity using hands and fingers to operate computer, office machines, perform office functions, and reach items with hands and arms.
• Bend or stoop to retrieve files, lift books, or other materials weighing up to 20 pounds.
• Possess mental acuity for attention to accuracy and detail.

WORK ENVIRONMENT

• This is an on-site job that is performed primarily in an office environment Monday through Friday however, after hours work may be required occasionally for meetings or in emergencies.
• Occasional attendance neededfor Zoning and Planning Commission, Board of Adjustment, City Council or other meetings which occur after hours.
• Normally works a forty-hour week, however, sometimes may be flexed for attendance at Zoning and Planning Commission, Board of Adjustment, or City Council meetings as required.

OTHER

• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
• This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
• This job description is subject to change at any time.
• This is an at-will position without a definite duration or term of office.
• The City of West Lake Hills is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please contact the City Secretary at [phone].
• The City of West Lake Hills is an Equal Opportunity Employer.