The City of Inver Grove Heights seeks an experienced Office Support candidate for its Inspections Division. The hiring range for the position is $25.89/hr. - $27.40/hr. (2022 rates), DOQ, plus benefits. This is a fulltime AFSCME union position.

The Office Support Worker is the first classification level in a two-level Office Support occupational series. This classification represents a broad and varied administrative support classification including a variety of secretarial, administrative support, recordkeeping functions and additional duties. Performs clerical support including filing, scanning, indexing, permit processing, and customer interface. Takes daily work direction from the Assistant to the Chief Building Official and the Chief Building Official.

Assists the public in person or over the phone regarding departmental permit processes.

Processes electronic applications of new permits, rental housing licensing, and other City licenses. Screens for completeness to ensure all submittals are provided and all information is included prior to sending on for review processing.

Processes city contractor licensing to assure compliance with licensing requirements. Verifies and checks on the legitimacy of other licensed contractors (i.e. plumbing, septic, and/or state contractors) doing commercial and residential building remodeling or construction.

Schedules inspections for homeowners, contractors, business owners and city inspectors.

Conducts monthly reporting to Dakota County, SAC reporting to Metropolitan Council, State Surcharge report to Minnesota Department of Labor and Industry and the Dodge report.

Maintains and updates calendar schedules for building inspections and/or meetings with building inspectors and Chief Building Official.

Assists the septic inspectors by providing administrative support in permit processing and inspection related activities. Updates and maintains the City's septic system database. Creates, updates, and maintains the database for Subsurface Sewage Treatment (SSTS) annual reports for the Metropolitan Council Environmental Services and the MPCA.

Performs daily application processing and scheduling:

• Processes permits that come in through the City's online permitting portal via the website.
• Answers questions concerning the permit process, licensing, submittal documents and/or fees.
• Coordinates and schedules inspections between inspection staff, homeowners, business owners and contractors.
• Adds, modifies, deletes, and updates inspection schedules, as needed

Maintains and updates property files and records. Scans property documents into the City's data management system.

• Updates permit software to reflect scanned documents. Files documents in property files for future reference.
• Performs scanning and indexing of a variety of documents such as permits, licenses, and specification documents.

Provides customer/client relation activities for the department.

• Assists clients in person at the building inspections front counter, over the phone, and via email regarding their inquiries, questions, or requests for information.
• Provides answers to questions, gives assistance, provides reports, and provides information in accordance with the responsibility level and expectations of the job, and in a timely manner.
• Assists customers/clients with their concerns, complaints or problems, or transfers individual to appropriate parties within the department and/or City.
• Schedules inspections on building inspectors’ calendars and performs data entry into the permitting software.
• Retrieves and responds to emails and voicemails for the inspections division and follows- up or distributes to appropriate staff as necessary.

Keeps the front office counter clean, stocked and organized with supplies such as customer information handouts, and updates the handouts as directed.

Processes and distributes mail. Maintains filing system records and updates property address files to ensure accurate and accessible information. Scans and indexes incoming and outgoing documents for the department.

Performs other duties of a comparable level or type, as required.

Requires a minimum of some directly related administrative and clerical support experience beyond high school; or an equivalent combination of education and experience to perform the work.

Preferred qualifications: Knowledge and ability to review and understand building permit process and construction terms, along with experience in SharePoint, Blue Beam, and City View Workspace. Ability to work in a fast-paced environment and multi-task; be detail oriented, well-organized, and possess a willingness to learn and work in a team environment.

Essential Knowledge And Specialized Subject Knowledge Required To Perform The Essential Functions Of The Job:

• Computer operations and data processing methods, information storage and retrieval techniques.
• Knowledge of City/department functions, organization and structure.
• Knowledge of specific administrative policies, procedures, functions, and programs of the department.
• Fundamentals of bookkeeping, record-keeping and standard billing practices and general office administrative procedures.
• City/department administrative procedures pertaining to purchasing, personnel procedures, fiscal reporting, records retention and data privacy.
• Knowledge of computer operation and the use of business productivity software or applications/software.
• Public, customer service, and office etiquette procedures and fundamentals.

Essential Skills Necessary To Perform The Work:

• Good oral and written communication skills.
• Ability to implement and apply customer/client relation skills and routines.
• Ability to perform duties with precision, detail and accuracy.
• Ability to learn general construction terminology as applicable to job.
• Establishing and maintaining effective working relationships with employees, supervisors, department head, public officials, and the general public.
• Prioritizing and organizing work projects and assignments appropriately to meet deadlines.
• Following written and oral instruction and completing tasks in a timely manner.
• Applying discretion, and judgment in handling and addressing administrative projects, questions of public/staff, or in carrying out job assignments and projects.
• Word processing, correspondence preparation, proofing and skill in the use of proper grammar and business language/formats.
• Operating and using computers, business software, spreadsheet programs or databases. Learning and applying department specific applications and software.
• Maintaining and updating department files and records in accordance with sound data management practices and fundamentals.
• Basic accounting, bookkeeping and record-keeping fundamentals and practices in matters pertaining to assignments within the office.

Work Environment:

Duties of the job are primarily administrative support duties in nature, performed in a typical City office. The environmental hazards and risks associated with the job can be characterized as minimal.

Physical Job Requirements:

Employee is frequently required to sit, talk, listen and hear; continuously use hands/fingers dexterously; and on occasion reach with hands and arms, stand, and walk. Exerting up to 25 lbs. pounds of force periodically and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

The City of Inver Grove Heights offers a competitive benefit package including but not limited to Health Insurance, Vacation pay, Holiday pay, Life insurance and flexible spending accounts.