Job Description
POSITION OBJECTIVES
Under the general direction of the Town Clerk, this position is responsible for building permit services, maintaining official records, and providing administrative support for Town operations. The role serves as the primary point of contact for permit applications, licensing processes, records management, and public inquiries, ensuring compliance with established procedures and accurate record retention. Responsibilities include processing and tracking permits and licenses, maintaining organized and accessible records, supporting utility billing functions, take and record payments, greeting visitors, answering and directing phone calls, scheduling appointments, and assisting with daily office operations. This position also serves as an Administrative Assistant to the Town Clerk, coordinating with other departments to promote efficient workflow and exceptional customer service. JOB SUMMARY
Primary Responsibilities Serve as the primary point of contact for building permit services, assisting applicants with permit requirements, application submittals, payments, and general permit-related inquiries. Receive, review, process, and track building permit applications to ensure completeness and timely processing in accordance with Town procedures. Coordinate permit reviews and inspections with building inspectors, code enforcement personnel, the Fire Chief, school district, and other agencies as required. Maintain accurate and organized records of building permits, utility permits, licenses, and other official Town documents in accordance with records retention requirements. Administer and maintain records for animal licenses, business licenses, and miscellaneous permits issued by the Town. Provide excellent, impartial, and professional customer service to residents, businesses, contractors, developers, and visitors in person, by telephone, and in writing. Answer and direct telephone calls; route permitting, construction, development, code enforcement, and utility-related inquiries to the appropriate staff member or department. Assist residents and businesses with general utility account inquiries, including utility billing procedures, water and wastewater charges, and applicable municipal regulations. Process and collect payments for utility charges, permits, licenses, court fines, and other Town fees; accurately handle cash, checks, and electronic payments while maintaining balanced cash drawer records. Assist the Town Clerk with records management, administrative support functions, document preparation, filing, scanning, retention, and public records organization. Maintain reception and public service areas in a professional and organized manner while providing front-line assistance to the public. Serve as a Notary Public on behalf of the Town. Manage all aspects of designated annual Town events and community activities, including planning, scheduling, budgeting, vendor coordination, and event execution, and assist with the planning and coordination of additional Town events as assigned. Participate in special projects and perform other related duties as assigned to support Town operations. Other duties as assigned, including special projects. This is not an exhaustive list of responsibilities and additional duties may be assigned as needed. Qualifications High School Diploma or GED required; additional education, college coursework, or an associate degree in public administration, business administration, records management, planning, construction administration, or a related field is preferred. Minimum of two (2) years of administrative, customer service, permit processing, records management, office support, or related experience; municipal government experience preferred but not required. Valid Colorado Driver's License or ability to obtain one upon hire. Must possess a current Colorado Notary Public commission or obtain and maintain a Colorado Notary Public commission within thirty (30) days of hire. Experience providing customer service in a municipal, construction, development, permitting, licensing, utility billing, or other regulatory environment is preferred. Experience working with electronic records management systems, permit tracking software, utility billing systems, databases, or similar software applications is preferred. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information and records. Knowledge, Skills, and Abilities Demonstrate integrity, professionalism, and a strong commitment to public service. Ability to communicate courteously, professionally, and effectively with residents, contractors, developers, elected officials, Town staff, consultants, and representatives of other agencies. Strong written, verbal, and interpersonal communication skills. Excellent customer service skills, including the ability to remain professional, patient, and effective when assisting individuals in challenging or stressful situations. Excellent organizational and time-management skills, including the ability to prioritize work, manage multiple assignments, and meet deadlines. Ability to perform multiple tasks simultaneously, maintain accuracy despite frequent interruptions, and demonstrate exceptional attention to detail. Ability to learn, interpret, and apply Town policies, procedures, municipal codes, permit requirements, records retention requirements, and other applicable regulations. Ability to receive, review, process, track, and maintain permit and license applications while ensuring completeness and compliance with established procedures. Ability to explain Town procedures, permit requirements, application processes, and general municipal services to residents, contractors, and the public. Ability to maintain accurate records and files in accordance with records retention requirements and established administrative practices. Ability to accurately process payments, maintain records, and perform routine financial and utility billing support functions. Ability to coordinate information and processes among departments, outside agencies, contractors, consultants, and applicants to ensure efficient service delivery. Proficiency in Microsoft Office Suite and the ability to learn and utilize permit tracking, records management, utility billing, and other software systems. Experience maintaining electronic records, filing systems, databases, and document management systems. Ability to adapt to organizational, procedural, and technological changes and contribute to process improvements. Ability to work independently, exercise sound judgment, and function effectively as a collaborative member of a team. Ability to plan, organize, and coordinate assigned projects, events, and administrative activities while maintaining a high level of customer service. Environmental Conditions Work is generally performed in an office environment. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions. While performing the duties the employee may have prolonged periods sitting at a desk and working at a computer. While performing duties of this job employee is frequently required to sit, talk, hear, use hands to finger (type), handle, feel or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk and kneel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Other Unique Requirements:
A flexible schedule may be required to fulfill organizational needs including attending evening meetings (one or two per month) and town sponsored events.
