Administrative Coordinator, Engineering, Building, Land Use

As the Town of Branford, CT is continually growing the Land Use Departments functions become an essential key to Branford's reputation and success! The Administrative Coordinatorperforms customer services to the public on the phone and in person, cashiering, bookkeeping, scanning, recording and balancing fees while performing all administrative assistant responsibilities for the Town's Engineering and Building functions.

Essential Job Functions:

Inputs all departmental information in permitting platform to accurately process permitting, applications, processing fees and other information necessary to efficiently and effectively coordinate engineering and building operations.

• Must be familiar with requirements for all permits issued by the Land Use departments and maintain the procedures and records for issuance of all permits.
• Process permits utilizing the Town’s permitting software system.
• Building Permits, including but not limited to: Zoning Compliance Applications
• Building and Demolition Permits Mechanical, Electrical, Plumbing, Heating, Air Conditioning, Ventilating Permits, Processes Certificates of Occupancy and Certificates of Compliance
• Engineering Permits, including but not limited to:

• Sewer Permits

Excavation PermitsPump-Out PermitsFlood Hazard Permits

• Maintains payment receipts ledger and accurately balances each day
• Coordinates the office operations of the Engineering and Building departments, develops and maintains office forms and procedures and assists with administrative tasks involving personnel, budgeting and facilities.
• Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.Pre-checks and processes all on line and in-person permits and receives and records all fees and handles all customer questions and problems in person and by telephone and email.
• Maintains a list of all pump-outs and coordinates with Water Pollution Control Department.
• Maintains a list of excavation bonds and certificates of Insurance for Engineering Department.
• Responsible for filing Engineering and Building documents and reports for maintenance of each departments records in compliance with State retention requirements.
• Composes, types and edits correspondence, reports, memoranda and other materials requiring judgment as to content, accuracy and completeness.
• Files documents on the Land Records, such as Sewer Agreements, Easements and Deeds. Searches Land Records and Assessors records for information regarding properties.
• Processes purchase requisitions and tracks invoice payments utilizing Town’s financial software system.
• Will be required to process paperwork to assist department’s heads to acquire grants and/or other funding. Will be responsible to process paperwork associated with grants and other funding sources to assist department’s heads in receiving reimbursements.
• Works with all Land Use administrative staff to assist as needed.
• Prepares monthly, quarterly and yearly statistical reports as required by Town, State, and related Commissions and agencies.
• Provides backup to related positions.
• Provides assistance and coverage to all Land Use departments.Education, Training and Experience:

Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping.

Two plus years of experience in customer service and office work working with and interpreting construction drawings and site plans, or any equivalent combination of related education and experience. Experience working in a building, engineering, planning or other Land Use office or regulatory department preferred.

Special Requirements: May be required to obtain ICC permit technician training or equivalent and any other relative training.

Knowledge, Ability and Skill:

Knowledge: Thorough knowledge of Microsoft Office, including Outlook, Word and Excel; modern office practices and procedures; knowledge of Land Use procedures. Working knowledge of laws and regulations required in the issuing of permits.

Knowledge of filing and records management practices.

Knowledge of processes and procedures associated with all Land Use and road and sewer infrastructure permits.

Ability: Abilityto learn specialized Land Use software; financial software and records management software; ability to perform cashier duties accurately; ability to handle stressful situations; ability to multi-task effectively; ability to understand complicated permit processes and how related departments interact during the processes. Ability to utilize GIS system to provide information to the public as well as Town employees. Ability to learn, retain, interpret and communicate technical and complex information, terminology, policies and procedures as it relates to Land Use.

Skill: Skill in operation of listed tools and equipment. Excellent verbal and written communication skills; Strong customer service skills. Must be organized and capable of successfully administering all functions in an ever-changing office environment.

Tools and Equipment used

Computer; copy machine; printer, scanner, postage machine; fax machine; calculator and any other standard office equipment as required

Makes frequent and periodic contact with contractors, property owners, engineers, architects, Town staff and Town officials. Communication is frequently in person, telephone email and in writing. Work requires a high level of professionalism and high level of patience in dealing with and explaining regulations to the public.

We are an Equal Opportunity Employer, Women and Minorities encouraged to apply.

Job Type: Full-time

Pay: From $26.52 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• No nights

Work Location: In person