Office Manager

JOB SUMMARY

This position performs administrative functions for the Development Department and supports all departmental operations, including Building Services, GIS, Code Compliance, Planning & Zoning, Economic Development, and related technical and customer service activities.

MAJOR DUTIES

• Provides comprehensive administrative support to the Development Department and its divisions.
• Manages daily office operations, including answering phones, greeting visitors, handling deliveries, maintaining office supplies, and supporting overall workflow efficiency.
• Processes payments of applications for annexations, rezonings, variances; tracks zoning components of commercial and home-based business license applications.
• Calculates applicable fees; collects payments, balances cash drawers, and prepares deposits in accordance with City procedures.
• Coordinates and facilitate ribbon cuttings for new city businesses, including scheduling, logistics, and communication with business owners and City officials.
• Coordinates departmental training logistics, including scheduling, travel arrangements, registrations, and reimbursement processing.
• Drafts and prepares correspondence, memoranda, emails, and updates departmental forms and informational materials.
• Submits requisitions for each division, obtaining purchase orders and processing monthly invoices for contracted third parties.
• Main Point of Contact for public inquiries; providing information related to permits, inspections, plan reviews, annexations, zoning, and development processes; directs inquiries as appropriate.
• Performs intake and review of permit applications, ensuring completeness and compliance with required documentation.
• Processes permits and applications, including data entry into computerized systems to generate and maintain building and sign permit records.
• Coordinates and schedules inspection requests and communicates results with contractors and owners.
• Notifies local utilities and other governmental agencies of inspection releases as required.
• Prepares Certificates of Occupancy and Certificates of Completion upon authorization.
• Maintains accurate and organized record retention of permits, plans, and departmental documents.
• Compiles and maintains data for monthly, annual, and special reports.
• Performs other related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of department policies and procedures.
• Knowledge of office fee structures.
• Knowledge of customer service principles and practices.
• Knowledge of computers and job-related software programs.
• Skill in problem solving.
• Skill in typing and word processing.
• Skill in researching and preparing related reports.
• Skill in interpersonal relations.
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Development Director of Building Services, GIS and Code Compliance, assigns and directs work in terms of general instructions, spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city codes and ordinances and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application. 

COMPLEXITY/SCOPE OF WORK

• The work consists of related technical, customer service, and data entry duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to aid the department in aspects relative to development activities encompassing the relative code sections of building, planning & zoning, economic development, code compliance, and the like. Successful performance contributes to the efficiency and effectiveness of that and other department operations.

CONTACTS                                                                 

• Contacts are typically with coworkers, other city employers, developers, property owners, contractors, and members of the general public.
• Contacts are typically to exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.