Permits & Licensing Administrative Specialist

City of Edina; Minneapolis (MN); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Medical plans

Pension (PERA)

Paid time off

Job summary

The City of Edina is hiring an Administrative Specialist for Permits & Licensing who will support the Fire Prevention, Public Health, and Building Inspections divisions with permits, licenses, scheduling, records, and payments.

You will deliver high‑quality front counter and phone service, maintain permitting software, and prepare reports. The role requires attention to codes and regulations and offers cross‑division teamwork opportunities.

Qualifications

• Minimum: High school diploma or GED, two years of office/administrative experience with direct public interaction, valid driver’s license, proficiency with Microsoft Office.
• Preferred: Associate degree, local government experience, permitting/licensing systems experience, records management, regulatory customer service.

Responsibilities

• Review, process, and issue licenses and permits; verify contractor licensing and state certifications.
• Maintain and operate permitting, licensing, and records management systems.
• Coordinate scheduling of inspections with staff and customers.
• Provide high-quality customer service at front counter, by phone, email, and in person.
• Process payments including permit and licensing fees, escrows, and refunds.
• Support EMS and Fire Department administrative operations.
• Assist divisions with purchases, invoices, and inventory tracking.
• Coordinate interdepartmental communication and meeting logistics.

Skills

Customer service

MS Office

Data entry

Public interaction

Education

High school diploma

Associate degree

Tools

Energov/Permitting systems

Job description

Position Description

The Permits & Licensing Administrative Specialist provides comprehensive administrative, permitting, licensing, office management and customer service support across the Fire Prevention, Public Health, and Building Inspections divisions. Duties include reviewing and processing permits and licenses, scheduling inspections, maintaining records, facilitating payment transactions, supporting EMS and Fire Department administrative functions, and assisting the public. This cross‑trained role ensures efficient service delivery across divisions while adhering to City codes, State regulations, and departmental procedures.

Scope Of Impact

Responsibilities require independent judgment based on experience, knowledge of applicable codes, ordinance requirements, administrative processes, software systems, and division operations. Work is performed according to City policies and Federal/State regulations and is periodically reviewed for completeness, accuracy, compliance, and alignment with division priorities.

Essential Functions

• Review, process, and issue licenses and permits; verify contractor licensing and State certifications.
• Assign permit and license fees, maintain permit and licensing records, and ensure compliance with City code and State regulations.
• Maintain and operate permitting, licensing and records management systems and other City software.
• Coordinate scheduling of inspections with staff and customers.
• Provide high‑quality customer service at the front counter, by phone, by email, and in person; assist residents, contractors, applicants, and the general public.
• Respond to inquiries, complaints, and data requests.
• Maintain alphabetical, numerical, and statistical records; scan and archive documents, plans, permits, and reports.
• Configure and submit monthly reports including SAC, Census, Dodge, Keystone, State Surcharge and County Assessing required reports.
• Prepare agendas, minutes, enforcement letters, inspection notices, committee packets, correspondence, and other documents.
• Process payments including permit fees, licensing fees, escrows, cash transactions, daily cash reporting, and refunds.
• Support Fire Department administrative operations including EMS pre‑billing screening, CAD log review, daily activity report review, and EMS record release support.
• Assist divisions with purchases, invoices, accounts payable tasks, supply ordering, and inventory tracking.
• Coordinate interdepartmental communication, meeting scheduling, room reservations, and inspection workflow.
• Maintain compliance with Data Privacy laws and handle confidential information appropriately.
• Provide operational support across divisions and perform other duties as assigned.

Qualifications

Minimum Qualifications

• High school diploma or GED.
• Two years of office or administrative experience, including direct public interaction.
• Valid driver’s license.
• Proficiency with Microsoft Office and ability to learn multiple administrative and permitting systems.

Desired Qualifications

• Associate degree or related coursework.
• Experience in local government, building inspections, licensing, EMS/fire administrative support, or healthcare administration.
• Experience with permitting, licensing, and electronic plan review systems.
• Knowledge of records management software and practices and customer service experience in a regulatory setting.

Supplemental Information

Knowledge, Skills And Abilities Required For Successful Job Performance

• Ability to work courteously and effectively with diverse customers, coworkers, contractors, licensees, and members of the public.
• Strong verbal and written communication skills; ability to prepare accurate minutes and documents.
• Ability to interpret codes, ordinances, policies, technical information, and permitting requirements.
• Ability to prioritize, multi‑task, work independently, and manage frequent interruptions.
• Ability to maintain confidentiality and comply with Data Privacy Laws.
• Knowledge of general bookkeeping practices, office procedures, and record keeping methods.
• Skill in operating permitting software, databases, office equipment, and Microsoft Office products.
• Ability to work cooperatively as part of a cross‑division team.

Physical And Mental Requirements

Physical effort is light, with occasional lifting or carrying up to 25 pounds. Work requires extended periods of keyboard use, frequent interruptions, and occasional driving to attend meetings or support inspection‑related tasks.

Working Conditions

Work is primarily performed in a normal office environment. The job may involve assisting individuals who are emotionally charged. Some requirements may be modified to reasonably accommodate individuals with disabilities.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required.

To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

The City retains the discretion to add duties or change the duties of this job at any time.

Full Time Employee Benefits

The City of Edina offers a competitive benefits package and uses a “cafeteria plan” model, which gives the employee a monthly sum of money and allows them the flexibility to choose how to spend it on the various benefits offered. All insurance coverage takes effect the 1st of the month following date of employment.

• Medical: 9 plans to choose from through Health Partners. All individual plans are fully covered and have leftover money towards other benefits. Family health insurance is also low cost and high quality.
• Dental: 2 plans to choose from through Health Partners depending on your dental needs.
• Vision: Supplemental Vision plan for glasses and contacts
• Long & Short-Term Disability: All full‑time employees receive Long Term disability at no cost, with an option to purchase short term disability.
• Life insurance: All full‑time employees receive a $20,000 Basic Life policy at no cost, with an additional buy up option.
• Retirement: All public employees are required by the State to participate in the Public Employees Retirement Association (PERA). 6.5% of the employee's gross wage or salary is matched with a 7.5% contribution from the City. Some Police and Fire employees are mandated to participate in PERA at a rate of 11.8% of their gross wage or salary, matched by 17.70% contribution by the City. 457 Deferred Compensation plans are also available.
• Supplemental Accident, Critical Illness and Hospital Care plans
• Employee Assistance Program (EAP): Free and confidential service for all employees and their families

Vacation/Sick Leave/Holidays

• Paid vacation is available to all regular full‑time employees and begins with accruing 3.69 hours/paycheck (12 days per year). The amount increases as the years of service increase.
• Sick leave accrues at 3.69 hours/paycheck (12 days per year).
• Each regular full‑time employee is eligible for 13 paid holidays during the year.
• Paid Parental Leave: Up to 12 weeks of partial income for bonding leave, provided through the Minnesota Paid Leave Law

Part Time & Seasonal Employee Benefits

• Extended Part-time (30-39 hours/week year‑round): Eligible for Health Insurance, 13 paid holidays, Retirement, and Employee Assistance (EAP) program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.
• Regular Part-time (20-29 hours/week year‑round): Eligible for 6 paid holidays, Retirement, and Employee Assistance (EAP) Program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.
• Flexible Part-time and Seasonal employees: Employees accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked and are eligible for the Employee Assistance Program (EAP).
• Individual benefits may vary slightly depending on the specific position, full or part‑time status or union contract.

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02

Do you have at least a High School Diploma or GED or higher?

• Yes
• No

03

Do you have at least two years of prior office experience including customer service or equivalent?

• Yes
• No

04

Do you have a valid driver's license?

• Yes
• No

05

What best describes your education level?

• High School (GED)
• Associate's Degree
• Bachelor's Degree
• Master's Degree

06

What best describes your years of municipal government experience?

• None
• 0-2 years
• 2-5 years
• 5 years or more

07

What best describes your level of proficiency with Word and Excel?

• None
• Beginner
• Intermediate
• Advance

08

Do you have any experience in the following areas? (Please check all that apply.)

• Licensing and Permit Experience (such as, review processing applications, issuing and processing license fees, issuing licenses and responding to questions)
• Maintaining databases using inspection management systems (i.e. Energov by Tyler Technologies
• Scheduling of inspections
• Preparation of meetings, agendas, meeting materials and taking of minutes

09

Do you have any experience or knowledge of record management practices?

• Yes
• No

10

Do you have any experience with Website maintenance or editing?

• Yes
• No

11

Which type of veteran's preference points did you apply for?

• I did not request veteran's preference points.
• Veteran or Spouse of Deceased Veteran
• Disabled Veteran or Spouse of a Disabled Veteran
• Required Question