Housing Division Administrator

This position is responsible for providing administrative and clerical support to the Permitting & Inspections Department. In addition this position is responsible for providing data input and reporting on a variety of database information. This position is distinguished from other administrative positions as it is responsible for providing Administrator level office support.

Union Affiliation:American Federation of State County and Municipal Employees (AFSCME)
Pay Grade 14:$26.22 - $31.19 Hourly
Remote Tier 1:Zero (0) days remote/week

• Provide routine administrative support including but not limited to: answering telephones opening and distributing incoming and outgoing mail scheduling appointments meetings and meeting space typing photocopying data entry filing and ordering office supplies.
• Answer and route phone calls to appropriate Permitting and Inspections staff.
• Process and generate inspection orders in a timely manner; review the orders for accuracy and adherence to protocols as well as make entries as specified by inspectors or manager.
• Receive and process complaint information via telephone email walk-in etc. enter into the database and forward to appropriate staff.
• Transmit rental and zoning compliance letters to attorneys realtors property owners etc.
• Educate and inform property owners real estate agents paralegals as well as the public about the departmental policies ordinances and new requirements.
• Respond to the public requests for information via telephone email walk-in etc.
• Perform financial and accounting operations including but not limited to: collecting rental registration payments and various fees processing and forwarding batches to the Clerk and Treasurers office.
• Receive review and perform data input of Rental Registration Applications and fee information.
• Update database upon receiving information pertaining to current property owner address and contact information and other required data as well as review updated information for properties for which rental registration and fees have not been received and produce listing for managers review.

• Perform data input of property transfer or change of use information as received including but not limited to: receipt of property transfers information from the Clerks or Assessors Office information from Permitting & Inspections staff via mail receipt of forms walk-ins etc.
• Receive and resolve customer complaints for manager review.

• Prepare and type letters minutes memos affidavits liens conformance forms Certificates of Occupancy etc.
• At direction of manager schedule routine inspections via phone or letter.
• At direction of manager enter various information into the data system which may include permit applications inspection reports orders tickets re-inspection and complaint information.
• Examine and review permit forms and materials to ensure all required information is included in accordance with department procedures.
• At direction of manager produce various reports from the data system.
• Retrieve files as necessary for conformance requests complaints inspections orders affidavits etc.
• Organize and maintain Permitting and Inspection files in a clear and coherent manner to allow for easy retrieval of information as needed.
• Schedule and secure locations for meetings related to department business to include department supported boards and commissions.
• Act as staff to the Burlington Board of Health to include scheduling and warning meeting times and locations preparation of agendas and associated meeting packets organizing and gathering post meeting information as necessary and prompt preparation of minutes.

• In the absence of the zoning Permit Technician/Administrator be able to:
  1. Record official minutes at board meetings and prepare minutes for signature and distribution in accordance with department procedures.
  2. Review zoning permit applications for completeness and release zoning permits when complete.
  3. Schedule and secure accessible locations for all meetings of department-supported boards and commissions and associated subcommittees.
  4. Ensure proper public notification of all public meetings of department-supported boards and commissions in accordance with city and state requirements including maintenance of mailing lists and preparation and distribution of agendas and public notices to applicants property owners and media outlets and interested parties in advance of meetings in accordance with department procedures.
  5. Process zoning certificate of occupancy requests.
  6. Process rental compliance and zoning compliance request forms.

• Performs other duties as required.

• Ability to actively support City diversity equity and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies.
• Demonstrated commitment to diversity equity and inclusion as evidenced by ongoing trainings and professional development.
• Associates Degree and two (2) years of experience in a customer service and/or office management/administration capacity is required. Additional experience may be substituted for a degree requirement on a two-for-one year basis.
• Experience in land development permitting and/or government administration capacity is preferred.
• Ability to work independently and as part of the customer service team in a fast paced complex detail-oriented office environment that features many repetitive tasks and deadlines.
• Ability to handle multiple tasks simultaneously work under pressure and adhere to schedules required.
• Ability to interact professionally and respectfully with co-workers members of the public and elected officials in person by telephone and through email. Must provide customers with prompt and courteous service.
• Ability to operate standard and computerized office equipment.
• Ability to occasionally work overtime nights and weekends.
• Ability to operate in a Windows based operating environment using word-processing spreadsheets and specialized database software required.
• Ability to handle numerous phone calls and multi-task in a busy office environment.
• Ability to handle large sums of money.
• Ability to communicate effectively both orally and in writing.
• Regular attendance is necessary and is essential to meeting the expectations of the job functions.
• Ability to handle public complaints with tact and provide excellent customer service.
• Ability to handle and file confidential material with discretion and tact.
• Attention to detail required.
• Ability to establish work and filing systems and keep information organized and accessible required.
• Ability to understand the Code Enforcement systems and obtain a general knowledge of related ordinances.
• Ability to attend monthly meetings or events outside normal business hours is required.

Promoting a culture that reveres diversity and equity

The City of Burlington is proud to be an equal opportunity employer and we are strongly committed to creating a dynamic and equitable work-force that mirrors the population and world that we serve. We do not discriminate on the basis of political or religious affiliation race color national origin place of birth ancestry age sex sexual orientation gender identity marital status crime victim status veteran status disability HIV positive status or genetic information in employment or the provision of services.

In addition to being an equal opportunity employer we actively encourage applicants who can contribute to our growing diversity to apply.

Applications for our employment opportunities areonlyaccepted onlinethrough ourGovernment Jobswebsite.

For accessibility information or alternative formats please contact Human Resources Department ator.