Building Department Program Coordinator

City of New Haven, CT•New Haven, CT

38d

About The Position

This is responsible administrative professional work for the intake, processing and issuance of all Building Department permits including business and public space/public right of way permits, licenses, and bonds in accordance with local city ordinances and state regulations. Work primarily involves but is not limited to providing administrative support and customer service for the building permit intake/processing/issuance process; intake/coordinating/processing of business license/permit applications from contractors, local businesses, merchants, corporate entities, non-profit organizations, the general public and other entities that falls within the jurisdiction of the Building Official/Issuing Authority. The position requires maintaining good working relationships with other City Departments and external agencies to facilitate the permit/license review and approval process. Work requires minimal supervision and is performed utilizing independent judgement while adhering to established protocols and procedures. Difficult cases are brought to the attention of an immediate supervisor to determine the best course of action for a timely resolution.

Requirements

Graduation from a high school, supplemented by college level courses in public or business administration; and three to five years of experience in coordinating administrative tasks, including one year of experience in records research and analysis or any equivalent combination of training and experience which provides the necessary knowledge, abilities and skills, including but not limited to:
Considerable knowledge of modern office systems, practices and procedures.
Computer literacy skills, which include: word processing, spreadsheets, databases and e-mail.
Considerable knowledge of business English, spelling and arithmetic.
Knowledge of general budgeting principles, methods and practices.
Knowledge of the methods and principles of administrative research and analysis.
Ability to maintain complex record systems and to assemble and prepare reports from such records.
Ability to express ideas effectively orally and in writing.
Ability to read and articulate city ordinances and codes for the general public.
Knowledge of or ability to become familiar with City ordinances and regulations pertaining to building permits, business licenses and public space/public right of way permit/licenses and related processes.
Knowledge of or ability to obtain detailed knowledge of all permit processing software and systems.
Strong computer skills, including data entry and report generation based on data input.
Ability to do technical research, compile records and reports, and make recommendations for the practicable applications of findings.
Ability to establish and maintain effective working relationships with employees, city officials, the business community and general public.
Ability to express oneself clearly and concisely, both orally and in writing; in person and over the phone.
Must obtain a Notary Public license within 6 months of hire.

Responsibilities

Manage the intake, processing and issuance of all Building Department permits/licenses in accordance with local city ordinances and state regulations. This includes file maintenance and collection of permit/license fees, insurance certificates, bonds and other required documentation.
Work with the Police Department, Fire Marshal Office, Public Works, Zoning, Transportation, Traffic & Parking, Livable City Initiative, Engineering and other City Departments for the required review and approval of permit/license applications.
Maintain processing timetables for annual permits & licenses to ensure they are issued in a timely manner.
Provide administrative and customer service support/coverage for the front counter and on-line permitting system.
Assist with research in response to inquiries regarding properties, permits, licenses and other Building Department official records.
Assist with maintaining complex record systems and assembling records for report preparation.
Perform related duties as required.

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