Office Support Specialist - Permitting

Chisago County • Chisago Lake Township, MN

1d • $28 - $36 • Onsite

About The Position

Performs intermediate work assisting with front desk operations for the Department, greeting customers and receiving and responding to inquiries, assisting with on-line and in-person permit application processes, collecting and processing payments, completing and maintaining records and record requests, and related work. Work is performed under the moderate supervision of the Office Manager.

Requirements

• Knowledge of office practices and procedures.
• Knowledge of spelling, grammar and punctuation.
• Skill in the operation of a computer and printer, word processor, fax, scanner, copier, general office machinery and other office related equipment.
• Knowledge and ability to use MS Office Suite (Word, Excel, Outlook, PowerPoint, Publisher, Teams, etc.) and actively learn and become proficient with county computer systems and programs and new and changing software and computer programs including Tyler Enterprise Permitting and Licensing and Bluebeam.
• Excellent oral and written communication skills.
• Must be able to maintain composure under stress.
• High School diploma or GED and considerable experience, or a combination of equivalent education and experience.

Responsibilities

• Acts as department receptionist; schedules and/or confirms appointments; answers telephones; routes calls; takes messages; greets clients/customers; determines the nature of their business; directs them to the proper person; verifies and provides routine application and land records information; requests and instructs clients/customers to complete the necessary forms and processes.
• Answers a variety of general land use and building permitting, scheduling, and inspections questions; searches files for information; schedules and logs building inspections; processes and routes building permits and applications; scans, files, and copies inspection documents and records; keeps building inspection information, records, and forms; answers general departmental questions; maintains and processes departmental records in accordance with data retention schedules and office procedures.
• Enters department records on the computer system; generates computer reports; reviews data to verify information.
• Performs typing of department materials including correspondence; memos; reports; documents; forms, lists and web site/social media materials.
• Files departmental correspondence; forms and documents; searches and retrieves closed files; catalogs, scans and maintains new and existing department files as directed and in accordance with data retention and data request policies.
• Reviews, copies, catalogs, scans, routes and distributes department files and building permit records following data practices and office procedural guidelines.
• Assists with the development and maintenance/distribution of department brochures, forms, outreach, and informational guides at the reception desk. May periodically attend community festivals/events and disseminate department and county information requiring infrequent but occasional evening or weekend hours.
• Interprets basic building and septic permit plans, estimates square footage and valuations of houses/buildings from blueprints, assists clients in the completion of building, septic system, and occasional land use permit applications, computes, collects and receipts related fees.
• Processes receipts and payments for permits and services. Assists with reconciliation and deposit of funds in accordance with office policy.
• May occasionally assist in processing of land use/zoning applications such as variances, plats, and conditional use permits, and provides information to the public regarding application process, scheduling, and procedure. Performs a backup support role that may require evening meeting attendance to assist with administrative and clerical tasks and meeting minutes in support of planning and zoning staff and citizen commission meetings.
• Assists in monitoring and maintaining department informational kiosk and web site content and activity.
• Performs other duties as assigned. Assists other departmental staff with administrative and special project tasks as directed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED