SUPPORT SERVICES SPECIALIST

Munis Self Service; Portland (ME); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Free employee health insurance

Thirteen paid holidays

Sick, vacation, and personal leave

Life, dental, vision and income insur.

Retirement plans including pension

Recreation facilities access

Fitness Reimbursement

Professional development discounts

Job summary

The City of Portland is seeking a versatile professional to drive front-office operations for the Public Works Department in Portland, ME. You will manage the end-to-end permit and inspection pipeline—from intake to issuance—while maintaining high administrative standards.

Responsibilities include client assistance, processing permit applications, coordinating inspections, and maintaining records with proficiency in Microsoft Office and electronic permitting software.

Qualifications

• Experience in similar support services role with clerical/secretarial/admin duties.
• Working knowledge of modern office practices, funds handling and computer applications.
• Knowledge of arithmetic and basic accounting principles.
• Strong business English; ability to compose correspondence.
• Ability to act independently in absence of management.
• Experience with digital records archiving systems (Scanning).
• Ability to build effective relationships with staff and public; handle public relations diplomatically.
• Excellent written, interpersonal and customer relations skills.
• Ability to maintain confidentiality.

Responsibilities

• Represent the department and city with high-level customer service.
• Assist issuing of permits by processing applications and educating customers on requirements.
• Verify approvals, obtain licenses, calculate fees, accept payments, issue permits.
• Assist public with completing applications and tracking status.
• Support inspectors by coordinating requests and handling clerical duties.
• Prepare letters and memos from general instructions.

Skills

Clerical experience

Office software

Microsoft Office

Customer service

Policy understanding

Confidentiality

Education

High school diploma

Tools

Google Suite

Job description

About the City of Portland Public Works Department:

The Department of Public Works helps keep the City of Portland moving each day with many areas of responsibility. We collect your garbage and recycling, clear your streets of ice and snow in the winter, help maintain the city's sewer system, build your sidewalks, manage the city's traffic lights and street signage.

Job Summary:

We are seeking a versatile professional to drive our front-office operations. You will manage the end-to-end permit and inspection pipeline—from intake to issuance—while maintaining excellent administrative standards.

Duties & Responsibilities:

• Represents the department and the city with the highest level of customer service.
• Assists the Street Opening Associate Engineers with the processing of permit applications; relevant permit requirements; and educating customers regarding permit and general code compliance of proposed projects.
• Verify that projects have obtained all necessary approvals; verify professional trade licensure. Calculate and verify valuations and fees; accept payments; issue permits as authorized.
• Assist the general public in completing permit applications; advise the general public in matters relating to applications and status of submitted projects.
• Assist supervisors in coordinating inspection requests; perform clerical duties for permit applications.
• Composes, types, and edits routine letters and memoranda from general instructions.
• Prepares and bills street opening permits as required; follows-up with additional billing/credit for pavement restoration charges.
• Serves as auxiliary back-up for other front office positions when needed, full back-up for street occupancy permitting.
• Assembles and submits relevant data from files, etc. May prepare special reports which require the summarization of established data and the use of specialized software. Updates and maintains official files and records; performs specialized research.
• Performs other assigned work as required.

Required Skills & Experience:

• Experience in similar support services role, to include significant clerical, secretarial, and administrative support work.
• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume the assigned responsibilities. Working knowledge of modern office practices, procedures and equipment, particularly as applied to the collection and depositing of funds and computer applications. Working knowledge of Microsoft Office software, and electronic permitting software.
• Knowledge of arithmetic and basic accounting principles.
• Thorough knowledge of business English including grammar, punctuation and spelling. Ability to compose and prepare correspondence.
• In absence of management, ability to make independent decisions in accordance with established policies and procedures.
• Ability to utilize computer assisted digital records archiving systems (Scanning).
• Ability to establish and maintain effective working relationships with city staff, the general public and deals with public relation problems in a courteous and tactful manner.
• Excellent written, interpersonal and customer relations skills.
• Ability to maintain confidentiality in the performance of duties.

Preferred Skills & Experience:

Graduation from high school including or supplemented by courses in secretarial science or business subjects; or any equivalent combination of experience and training.

• Basic accounting skills.
• Experience in multi-tasking in a busy office environment, either municipal or private sector.
• Experience in handling phone calls and working with the general public.
• Experience with Google Suite; additionally, training or experience working with a website a plus.
• Experience in data handling, data management and data processing either in a municipal or private sector environment.
• Experience in the use of customized software systems as it relates to workload tracking and electronic record archiving.

Expected Hours/Schedule:

Monday - Friday 8:00am-4:30pm

Applications accepted until November 6, 2026.

Offers of employment are contingent upon the completion of a satisfactory criminal background check.

Salary & Benefits:

This is a union position, CEBA Grade 13, with a starting pay range of $24.93-$28.06/hour, based on relevant years of experience.

The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment. City benefits include:

• Free employee health insurance with the completion of wellness incentives
• Thirteen paid holidays
• Sick, vacation, and personal leave
• Life, dental, vision and income protection insurances
• Choice of retirement plans, including a pension plan
• Use of City recreation facilities
• Fitness Reimbursement
• Discount on professional development programs through USM and Thomas College

If you have any questions or need assistance with the application, please email Human Resources at [e-mail] or call 207-874-8624.

The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer and are committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email [e-mail].