Job Opening: Building & Zoning Office Manager (Full Time)
Nature of Work
This is responsible administrative and accounting work assisting with the administrative and accounting aspects of the Building and Zoning Department for Marshall County government. Activities associated with the job include receiving, processing, and issuing building, construction and other permits and licenses, serving as a receptionist, answering incoming calls, providing information to the public and assisting with the maintenance of office files and records. Additional activities include assisting applicants with building permit applications, assisting with the coordination of Building Inspectors schedules, posting and making entries into account books and assisting with the coordination of departmental operations with other departments and agencies. Job responsibilities require considerable knowledge of building and zoning codes and ordinances including all required documentation, thorough knowledge of business English, spelling and arithmetic, considerable experience performing office administrative and accounting functions, and strong interpersonal, organizational and decision making skills. Job performance is evaluated by the Building Official through review of the level of administrative and accounting support provided for the department, knowledge and expertise in office administrative practices and procedures, knowledge of applicable building and zoning regulations, codes and ordinances pertaining to the use and condition of property and interpersonal, organizational and decision making skills.
Illustrative Examples of Work
- Receives and processes building, construction and other permits and licenses and prepares and maintains associated records and files.
- Receives and provides receipts for building permit fees, prepares deposits and submits to the Trustee.
- Assists applicants with the completion of license and permit applications including researching property information regarding deeds, plats, FEMA, etc.
- Maintains records of State Licensed Residential, Commercial and Plumbing contractors in the area.
- Attends and maintains records of the Marshall County Board of Code Appeals and attends Planning Commission and Board of Zoning Appeals meetings as necessary.
- Maintains records of Building Inspector’s credit hours and certification expiration dates and assists with making reservations for seminars/classes and accommodations.
- Notifies contractors of any changes to building codes, zoning ordinances, policy changes, etc.
- Verifies contractor’s licenses and liability and workers compensation insurance.
- Receives and processes building, electrical, mechanical, plumbing and other permit applications and ensures that they are accurate and complete.
- Enters information into the computer and files permits and correspondence.
- Assists with scheduling inspections for departmental personnel and contractors, developers, state agencies, etc.
- Operates office equipment, performs basic clerical, typing and filing tasks and maintains a filing system for permits and related documents
- Assists with receiving and screening visitors and telephone callers, providing general information and/or referring them to the appropriate party for assistance.
- Assists with preparing and maintaining all office related files and documentation in an organized and accessible manner.
- Maintains, orders and coordinates the use of office supplies and materials.
- Serves as the department receptionist and administrative aide to supervisors when required.
- Assists with checking and reviewing a variety of data and reports for accuracy, thoroughness and conformance with established standards and operating procedures.
- Assists with coordinating departmental activities with other departments and agencies.
- Receives, processes and logs applications, official papers, permits and confidential correspondence.
- Compiles and prepares data and other information utilized for reports and official records and assists with maintaining departmental calendars and schedules.
- Posts and makes entries into account books and other financial records and assists with maintaining mailing lists, files and card indexes.
- Composes routine correspondence from supervisor’s notes and drafts when necessary.
- Assists with coordinating meetings pertaining to planning and development issues when necessary.
- Responds to requests for information from local and regional officials, staff members and the public.
- Performs related duties as required.
Necessary Requirements of Work
Graduation from an accredited four year high school supplemented with additional training and education in office administration, accounting and secretarial science; good organizational, interpersonal, and decision making skills; considerable experience performing a variety of administrative and accounting functions; considerable knowledge and understanding of building codes and state and federal regulations regarding land use and environmental issues; or any equivalent combination of education and/or experience to provide the following knowledge, abilities and skills:
- Considerable knowledge of acceptable office management practices and procedures, equipment and secretarial techniques.
- Considerable knowledge of mathematical computations including addition, subtraction, multiplication and division.
- Considerable knowledge of computer software programs including word processing, spreadsheet and database management applications.
- Considerable knowledge of acceptable business English including established grammatical form for preparing reports, correspondence and memoranda.
- Considerable knowledge of the administrative functions required to support building, zoning and planning operations for a county and/or municipality.
- Considerable knowledge of the fees associated with various building permits, development and land use functions, applications, variances, etc.
- Considerable knowledge of building codes and ordinances and state and federal regulations governing the use and future development of property.
- Considerable knowledge of the functions of other County offices and departments involved in property management including the Register of Deeds, Property Assessor and Trustee.
- Knowledge of federal flood plain regulations.
- Knowledge of acceptable land use patterns and planning and development activities for counties and municipalities.
- Ability to assist with compiling data and writing comprehensive reports utilizing acceptable grammatical form and practices.
- Ability to prioritize job related activities in an effective and efficient manner to ensure meeting established deadlines and reporting requirements.
- Ability to interact in a professional and effective manner with local and regional officials, developers, architects, engineers, business owners, contractors and the public.
- Ability to organize and maintain all documents, records, site plats, historical files, maps, and other information required for building and related construction activities.
- Ability to perform mathematical functions in a consistently accurate and thorough manner.
- Ability to deal with detailed and complex information in a consistently accurate manner.
- Ability to utilize computer hardware components and commonly used software applications including word processing, database management and spreadsheet applications.
- Skill in using office equipment including multi-line phone systems, calculators, copiers, FAX machines, etc.
- Skill in typing and data entry (approximately 40 WPM).
Necessary Special Requirements
- Possession of a valid Tennessee Driver’s License and the ability to be insured at standard vehicle liability rates.
- This is light work requiring moderate static, explosive, dynamic and trunk strength and the exertion of 40 pound of force occasionally, up to 10 pounds of force frequently, and up to 5 pounds of force constantly to move objects
- Work requires good flexibility, mobility and speed of limb movement
- Work requires moderate effort and stamina
- Work requires both gross body equilibrium and coordination for balancing, bending, stooping, kneeling and walking
- Work requires considerable arm/ hand steadiness and manual and finger dexterity
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word
- Hearing is required to perceive information in both quiet and noisy environments and determine the direction of sounds
- Visual acuity is required for the inspection of small defects and/or small parts, use of measuring devices, operation of motor vehicles or equipment, determining the accuracy and thoroughness of work, color differentiation, and observing general surroundings and activities
- The worker is subject to inside and occasional outside environmental conditions
- Application may be picked up from the Marshall County Human Resources Office, 3309 Courthouse Annex, 3rd floor, Lewisburg, TN 37091 or obtain from www.marshallcountytn.com
- Completed application and resume will be accepted until 4:00 p.m. on June 4th, 2020 by the Marshall County Human Resources Office.
- Absolutely no late, faxed, or emailed applications or resumes will be accepted.
- No phone calls please.