Permits & Licensing Administrative Specialist

City of Edina; Minnesota; On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

None

Job summary

The City of Edina is seeking a Permits & Licensing Administrative Specialist to provide front-line support across Fire Prevention, Public Health, and Building Inspections. The role includes reviewing and issuing licenses and permits, processing payments, scheduling inspections, maintaining records, and assisting residents and contractors.

This cross-trained position requires strong Microsoft Office skills and familiarity with permitting systems, along with a commitment to customer service and

Qualifications

• High school diploma or GED.
• Two years of office or administrative experience with direct public interaction.
• Valid driver’s license.
• Proficiency with Microsoft Office and ability to learn multiple administrative and permitting systems.
• Ability to work courteously with diverse customers.
• Strong verbal and written communication.
• Ability to interpret codes, ordinances, policies, and permitting requirements.
• Ability to prioritize, multi-task and work independently.
• Knowledge of records management practices.

Responsibilities

• Review, process, and issue licenses and permits; verify licensing and state certifications.
• Assign permit and license fees; maintain records; ensure compliance with city code and state regulations.
• Maintain and operate permitting, licensing and records management systems.
• Coordinate scheduling of inspections with staff and customers.
• Provide high-quality customer service at the front counter, by phone, by email, and in person.
• Respond to inquiries, complaints, and data requests.
• Maintain alphabetical, numerical, and statistical records; scan and archive documents, plans, permits, and reports.
• Prepare monthly reports including SAC, Census, Dodge, Keystone, State Surcharge and County Assessing required reports.
• 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.

Skills

Customer service

Communication

Code interpretation

Prioritization

Confidentiality

Bookkeeping basics

Permitting software

Teamwork

Education

High school diploma or GED

Associate degree or related coursework

Tools

Microsoft Office

Permitting software

Records management software

Electronic plan review systems

Job 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.

• 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.

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.

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.