Program Assistant III - Building Inspections (FT)

City of Brooklyn Park; Minneapolis (MN); On-site; USD 42,000 - 65,000; Full time

Job summary

City of Brooklyn Park is seeking a Program Assistant III to ensure efficient permit processing and exceptional customer service. You will review applications, issue permits and licenses, and manage records and data across multiple systems.

The role requires attention to detail, strong communication, and collaboration with internal departments, contractors, and the public. Experience with permitting processes and state codes is preferred.

Qualifications

• Associate's degree in community development or related field.
• Two years of experience in business or public administration or closely related field.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Review and process permit applications and issue permits and licenses.
• Maintain accurate records and respond to routine and complex inquiries.
• Oversee permitting software functions, data management, and monthly reporting.
• Provide customer service to contractors, residents, and the public.

Skills

Microsoft Office

Communication

Detail oriented

Time management

Customer service

Education

Associate's degree in community development or related field

Job description

• Extensive keyboarding may put incumbent at risk for repetitive motion injury.

Position Summary

The Program Assistant III is responsible for ensuring the efficient processing of permit applications and providing exceptional customer service. This position requires a strong attention to detail, excellent communication skills, and the ability to collaborate effectively with internal departments, contractors, and the public.

Key responsibilities include reviewing and processing permit applications, issuing permits and licenses, maintaining accurate records and responding to both routine and complex inquiries.

The Program Assistant III is responsible for overseeing and maintaining permitting software system functions, maintaining and overseeing the data management system, completing monthly reports, and provides both routine and complex office support to other divisions in the department as needed. Additionally, the role requires strong working knowledge of permit issuance, including state contractor licensing requirements, applicable city codes, and state statutes.

Essential Duties And Responsibilities

Permit and License Processing

• Prepare, process, and route all commercial and residential permits (building, plumbing, mechanical, sewer/water, fire, and signs) via online portals, email, or in-person.
• Review applications and contractor submittals to verify completeness, accuracy, and compliance with city and state codes, ordinances, and regulations.
• Enter, transfer, and verify data in the computer system, calculate permit fees based on valuations, and process payments through cash receipts.
• Troubleshoot online renewals, permit applications, and resubmittals with homeowners and contractors.
• Manage the complete permit lifecycle: create new permits, issue them, reopen or cancel them as needed, run edit listings, approve revenue collections batch lists, and issue certificates of occupancy.
• Manage and process contractor licenses (mechanical, signs, storage tanks, plumbing, building) by activating, deactivating, and reviewing applications.
• Monitor contractor license expiration dates and Certificates of Insurance in coordination with the Minnesota Department of Labor and Industry.
• Ensure yearly renewal of all contractor licenses and bonds, send annual renewal notices, and answer public inquiries on license requirements.

Inspections and Scheduling

• Prepare, schedule, reschedule, or cancel inspections for building inspectors, public works inspectors, and commercial plans examiners via phone, online, or in-person.
• Manage, maintain, and track inspection results and permit records within the software system.

Financial Management and Cash Handling

• Receive payments for Fire Department permits, business and rental licenses, code enforcement citations, Public Works meter horns, and utility billing.
• Compute, calculate, collect, and balance cash receipts and fees across multiple department transactions.
• Process incoming monies, process and route voids and refunds, and submit daily cash reports to the Finance Department.
• Process accounts payable invoices and reimbursements.

Software, Data, and Reporting

• Oversee and maintain permitting software functions, maintenance, and upgrades; troubleshoot system and data issues with IT and software vendors.
• Maintain the data management system to ensure records filing and retention periods comply with state requirements.
• Provide database maintenance by updating permit codes, types, fees, mail merge templates, application workflows, suite numbers, permit forms, and inspection templates.
• Prepare complex reports including the SAC (Sewer Availability Charge) report, State Surcharge Report, monthly Census Bureau report, and year-end reports for the Metropolitan Council.
• Process and oversee public data requests by providing city documents and information through the data request software.

Customer Service and Administration

• Provide customer service and counter assistance to contractors, designers, residents, and the public regarding division policies, permitting, and licensing.
• Answer multi-line division phones, route calls, take messages, respond to building inspection emails, and manage city website inquiries.
• Provide notary services for internal and external customers.
• Manage sorting and proper distribution of mail and faxes; order and maintain division office supplies, inspection cards, and water meter horns.
• Provide customer service counter backup as needed.

Collaboration and Special Projects

• Collaborate with other divisions and departments regarding licenses, permits, SAC/WAC deferral programs, meter horns, WAC hook-up fees, and rental licenses.
• Work alone or as part of a team on special projects, work committees, or assigned department tasks.
• Other duties as assigned.

Minimum And Desired Qualifications

Education

• Associate's degree in community development, public administration, building/housing inspections or related field.

Experience

• Two (2) years of experience in business or public administration or closely related field.

Equivalency

An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

Knowledge, Skills, & Abilities

• Proficiency with Microsoft Office software applications and programs.
• Knowledge of current office practices, procedures, and equipment.
• Ability to present a professional, positive image and attitude in the performance of duties.
• Ability to communicate clearly, concisely, and effectively, both in verbal and written formats.
• Ability to relate to and work effectively with people from diverse cultural, socioeconomic, racial, and ethnic backgrounds.
• Ability to manage multiple assignments, determine and organize priorities, and successfully work within deadlines and time constraints.
• Ability to work independently with minimal supervision/direction.
• Ability to exercise sound judgment to solve problems in compliance with established policies, procedures, practices, and laws.
• Ability to develop and maintain positive and professional working relationships at all levels both inside and outside the organization.
• Excellent attention to detail and ability to catch errors in work.
• Knowledge of and the ability to