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.
PLEASE NOTE: The eligible list created from this job exam may be used to fill other Program Assistant positions as they become available in other departments within the City.
Permit and License Processing
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Prepare, process, and route all commercial and residential permits (building, plumbing, mechanical, sewer/water, fire, and signs) via online portals, email, or in-person.
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Review applications and contractor submittals to verify completeness, accuracy, and compliance with city and state codes, ordinances, and regulations.
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Enter, transfer, and verify data in the computer system, calculate permit fees based on valuations, and process payments through cash receipts.
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Troubleshoot online renewals, permit applications, and resubmittals with homeowners and contractors.
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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.
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Manage and process contractor licenses (mechanical, signs, storage tanks, plumbing, building) by activating, deactivating, and reviewing applications.
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Monitor contractor license expiration dates and Certificates of Insurance in coordination with the Minnesota Department of Labor and Industry.
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Ensure yearly renewal of all contractor licenses and bonds, send annual renewal notices, and answer public inquiries on license requirements.
Inspections and Scheduling
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Prepare, schedule, reschedule, or cancel inspections for building inspectors, public works inspectors, and commercial plans examiners via phone, online, or in-person.
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Manage, maintain, and track inspection results and permit records within the software system.
Financial Management and Cash Handling
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Receive payments for Fire Department permits, business and rental licenses, code enforcement citations, Public Works meter horns, and utility billing.
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Compute, calculate, collect, and balance cash receipts and fees across multiple department transactions.
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Process incoming monies, process and route voids and refunds, and submit daily cash reports to the Finance Department.
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Process accounts payable invoices and reimbursements.
Software, Data, and Reporting
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Oversee and maintain permitting software functions, maintenance, and upgrades; troubleshoot system and data issues with IT and software vendors.
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Maintain the data management system to ensure records filing and retention periods comply with state requirements.
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Provide database maintenance by updating permit codes, types, fees, mail merge templates, application workflows, suite numbers, permit forms, and inspection templates.
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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.
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Process and oversee public data requests by providing city documents and information through the data request software.
Customer Service and Administration
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Provide customer service and counter assistance to contractors, designers, residents, and the public regarding division policies, permitting, and licensing.
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Answer multi-line division phones, route calls, take messages, respond to building inspection emails, and manage city website inquiries.
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Provide notary services for internal and external customers.
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Manage sorting and proper distribution of mail and faxes; order and maintain division office supplies, inspection cards, and water meter horns.
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Provide customer service counter backup as needed.
Collaboration and Special Projects
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Collaborate with other divisions and departments regarding licenses, permits, SAC/WAC deferral programs, meter horns, WAC hook-up fees, and rental licenses.
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Work alone or as part of a team on special projects, work committees, or assigned department tasks.
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Other duties as assigned.
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
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Proficiency with Microsoft Office software applications and programs.
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Knowledge of current office practices, procedures, and equipment.
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Ability to present a professional, positive image and attitude in the performance of duties.
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Ability to communicate clearly, concisely, and effectively, both in verbal and written formats.
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Ability to relate to and work effectively with people from diverse cultural, socioeconomic, racial, and ethnic backgrounds.
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Ability to manage multiple assignments, determine and organize priorities, and successfully work within deadlines and time constraints.
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Ability to work independently with minimal supervision/direction.
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Ability to exercise sound judgment to solve problems in compliance with established policies, procedures, practices, and laws.
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Ability to develop and maintain positive and professional working relationships at all levels both inside and outside the organization.
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Excellent attention to detail and ability to catch errors in work.
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Knowledge of and the ability to apply the basic fundamentals of accounting.
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Ability to handle or navigate difficult or emotionally charged interactions with individuals or groups.
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Ability to provide a level of customer service that meets or exceeds customer expectation and satisfaction.
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Embrace and engage in cultural shift toward Continuous Improvement.
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Proven ability and demonstrated commitment to an inclusive workplace related to racial equity, diversity and inclusion.
Desired Qualifications-
One or more years of municipal experience processing building permits via permitting software.
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Certification as a Permit Technician.
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Previous experience scheduling inspections.
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Previous experience processing and issuing permits.
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Previous experience providing customer service to the public.
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Knowledge of Laserfiche, inspection scheduling software, and electronic plan review software.
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Knowledge of and ability to comprehend and follow complex city ordinances and state statutes.
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Previous experience performing cashier/basic accounting functions.
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Previous experience working with people from various cultural, socioeconomic, racial and ethnic backgrounds.
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Fluency in Spanish, Hmong, Russian, Somali, Lao or Vietnamese language(s).
Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully and safely perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to fully and safely perform the essential duties.
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Core business hours are set by departments based on operational needs. Alternative schedules can be arranged, but must comply with the City’s Alternative Work Arrangement policy.
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Work is performed in an office setting, exposure to computer screens; working closely with others, frequent interruptions.
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Headaches, eyestrain, and other related occupational hazards reflect the most common potential for injury in the office.
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Work is light duty and sedentary with ability to lift, carry, or move 10 pounds regularly/occasionally.
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Extensive keyboarding may put incumbent at risk for repetitive motion injury.
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Sitting or standing for prolonged periods of time; general manual dexterity; adequate hearing, vision and speech required.
Background Check
The City has determined that a criminal background check and/or qualifications check are necessary for this job title. Applicants are required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position.
Selection Process
The selection process will consist of one or more of the following steps: a rating of relevant education and experience and/or an oral examination (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. Human Resources Department reserves the right to limit the number in any phase of the selection process.
Brooklyn Park is a thriving northwestern suburb of Minneapolis and the sixth largest city in the state with over 84,000 residents and 30,000 jobs. As the 11th fastest growing city in Minnesota, the city has become even more vibrant because of our remarkable racial and cultural diversity. Approximately 64 percent of our residents are people of color, 22 percent are foreign-born, and more than a quarter speak a language other than English at home.
Our Vision, Values and Goals
We welcome applications from all individuals, including (but not limited to): people of all abilities, persons of color, Veterans, LGBTQ+ and women. If you need these materials in an alternate format or if you have a disability-related need and need assistance with the application process, please contact Human Resources at either 763-493-8016 or via e-mail at
[email protected].
