Position Available with the City of Marion:

Permit Coordinator / Administrative Assistant (Full-Time)

Hiring Range of $38,000 - $41,800, depending upon experience and qualifications. The City offers a 5% increase after successful completion of the probationary period.

The City of Marion is seeking applicants with the experience and skills to coordinate the building and zoning permit process and provide administrative support in the Planning and Development Department. This is an opportunity to be a part of an experienced, innovative team of professionals dedicated to making the City of Marion an exceptional place to live, work, and visit.

The City offers a comprehensive employee benefits package, including employer-paid medical, dental, vision and life insurance; enrollment in the Local Government Employees’ Retirement System; a 5% employer contribution to a supplemental retirement plan with no required employee match; paid holidays; and paid time off.

Job Summary:

The Planning and Development Department is responsible for the planning, review, and compliance of growth and development of private and public improvements within the City of Marion. The Permit Coordinator / Administrative Assistant assists with the intake and processing of building and zoning permits, schedules inspections, acts as a departmental liaison to visitors and customers, and performs journey-level administrative support to the department. We are seeking candidates with strong attention to detail, a high aptitude for technology, considerable tact, sound judgment, and experience in providing administrative support to a team.

Detailed Description of Duties:

This position facilitates the coordinated permit review process for development projects; acts as a liaison between the public and the Planning and Development departmental staff; coordinates with City departments and other agencies to ensure implementation of City regulations and policies in the development process; maintains departmental records and permit files; performs a variety of clerical and administrative work to support efficient program and departmental operations. Receives direction regarding general objectives of assigned work, operates within the department using independent judgment in achieving assigned objectives; independently determines best methods and sequence to achieve assigned tasks. Considerable tact, courtesy, and firmness must be exercised in dealing with customers and the general public. Work is performed under the direct supervision of the Planning and Development Director and is evaluated through conferences, review of reports and records, and contractor and citizen feedback.

Responsibilities include but are not limited to:

§ Facilitates the coordinated permit review process for development projects. Serves as a primary point of contact for customers from project inception to permit issuance and works to ensure that the review and approval process is timely, well-coordinated, and efficient.

§ Meets with customers early in the conceptual stages of the development process to provide information about milestones and critical paths for the developer. Collaborates with internal subject matter experts on technical issues and keeps customers informed of permit review process steps, including document submittal, formatting requirements, and review routing.

§ Coordinates with City departments to ensure implementation of City plans, regulations, and policies through the review process.

§ Facilitates the coordinated review process across agencies. Reviews permit applications for completeness, accuracy, and conformity to requirements as outlined in the review agencies’ submittal guidelines. Based on the review, determines whether the submittal or resubmittal can be accepted. For incomplete applications, provides applicant with a detailed list of issues that must be corrected. Coordinates/distributes applications for review by appropriate agencies within established timeframes.

§ Performs the necessary review to issue over-the-counter trade permits.

§ Verifies that approvals and conditions of approval are met after application reviews and prior to the issuance of permits.

§ Verifies and communicates to applicants all aspects of approval and conditions of approval for Certificates of Occupancy prior to their issuance.

§ Follows multiple permitting projects through the process and works closely with other City departments/agencies and external agencies to manage customer expectations.

§ Documents decisions, outcomes, and approvals of development project proposals.

§ Assists customers with their understanding and use of the City’s online permits management system.

§ Serves as a technical resource regarding development process requirements for applicants and potential applicants.

§ Establishes and maintains cooperative and effective working relationships with the public, City staff, and all agencies involved in the development process.

§ Maintains electronic and paper departmental files. Inputs data and maintains the permits management system for development-related permits. Runs various system-generated reports, as needed.

§ Assists visitors and customers by providing or gathering information and/or directing their inquiries to appropriate staff when necessary.

§ Performs a variety of administrative work to support efficient program or department operations, including but not limited to answering phones, greeting and assisting walk-in customers, sending and distributing mail, and data entry.

§ Coordinates and supports department/program meetings and events by sending invitations and assisting participants with registration, agenda development, dissemination, and minute-taking duties; sets up conference rooms; notifies participants; prepares and/or assembles meeting materials including multimedia equipment.

§ Maintains and orders office supplies, as assigned and when needed.

§ Coordinates the preparation, editing, and distribution of correspondence, reports, and documents such as fax and referral monitoring; data entry; accreditation document processing; policy dissemination and tracking; and document management.

§ Performs accurate and timely data entry; posts or files client data as required.

§ Sends out billings and other mass mailings; processes departmental invoices, billing, and purchase orders.

§ Performs research and compiles documents needed for various reports and management-level documents.

§ May accept payments for fees, fines, goods, or services as required by the department; may balance cash drawer or register and prepare required cash reports.

§ Assists with special projects and duties as requested.

§ Performs other related duties as assigned.

Recruitment and Selection Guidelines:

Interested candidates will be assessed on the following knowledge, skills and abilities:

§ Knowledge of general office procedures, methods and practices.

§ Knowledge of and ability to use correct grammar, vocabulary, spelling and office terminology to compose and/or proofread correspondence, reports and other materials.

§ Knowledge of all services provided by programs within the Planning and Development department and the policies and procedures that govern the work of the department.

§ Ability to be resourceful and use sound judgment in gathering and giving information and coordinating and monitoring office activity and workflow.

§ Ability to record and compile information with tedious attention to detail.

§ Ability to learn and independently apply laws, departmental rules, and regulations.

§ Ability to learn departmental and City-specific office processes and procedures and apply this knowledge in problem-solving and in responding to questions and inquiries.

§ Ability to use considerable courtesy and tact in performing public contact and communication duties that may be sensitive in nature.

§ Ability to schedule and coordinate a variety of appointments, meetings and/or conferences.

§ Must demonstrate proficiency in Microsoft suite (Word, Excel) and Google suite. Must also possess strong computer and technology skills, including the use and understanding of all software applications used by the City and the Planning and Development department. Must demonstrate an ability to become a departmental subject matter expert on the permitting and document management software platforms.

§ Preferred candidate would possess the ability to read and interpret construction-related documents (i.e., blueprints, site plans, subdivision plats). Previous experience with electronic land use planning or permitting software preferred.

§ Preferred fluency in both written and spoken Spanish.

Minimal Requirements:

§ Must possess a valid North Carolina Driver’s License or be able to obtain one within thirty days of hire.

§ NCDOI Law and Administration Certification within six months of hire date.

§ Fluency in Spanish preferred.

Preferred Education / Experience:

Graduation from high school or equivalent and four (4) years of customer service/office experience; Associate’s degree and two (2) years of customer service/office experience or an equivalent combination of education and experience.

How to Apply:

Applications may be obtained online at marionnc.org/Jobs. Email completed application to trose@marionnc.org or knolan@marionnc.org.

The City of Marion is an equal opportunity employer.