Permitting Administrative Assistant

Position Summary The City of Ranson is seeking a Permitting Administrative Assistant to support the day-to-day operations of its Community Development Department. This position plays a key role in helping residents, contractors, and developers navigate the City's permitting process, while keeping applications organized, accurate, and moving forward. This is a highly visible, front-line role that requires strong customer service skills, attention to detail, and the ability to manage multiple tasks at once. The ideal candidate is organized, approachable, and comfortable working in a fast-paced environment where priorities can shift throughout the day. Key Responsibilities Permitting & Application Support Receive and log permit applications, including building, zoning, and related permits Review applications for completeness and ensure all required documentation is included Enter and track permit activity in the City's permitting system or database Route applications to appropriate staff for review and follow up as needed Maintain accurate records of permit status, approvals, and conditions Customer Service & Public Interaction Serve as the primary point of contact for walk-in visitors, phone calls, and email inquiries Provide clear, helpful information about permitting requirements, processes, and timelines Assist applicants with forms, documentation, and next steps Respond to questions in a timely, professional, and courteous manner Administrative Support Maintain organized digital and physical files for permits, plans, and related documents Prepare routine correspondence, notices, and communications Assist with scheduling inspections, meetings, and appointments Provide administrative support for Planning Commission and City Council items as needed Coordination & Process Support Coordinate with internal departments, including Public Works, Engineering, and Code Enforcement Track application timelines and follow up on outstanding items Help identify where processes can be improved and communicate suggestions to supervisors Records & Compliance Maintain accurate and up-to-date records in accordance with City policies Assist with responding to public records requests related to permits and development activity Ensure documentation is properly retained for compliance and reporting Preferred Qualifications High school diploma or equivalent (Associate's degree preferred) Experience in administrative support, customer service, or a municipal setting is preferred Familiarity with permitting, planning, or construction processes is a plus Proficiency with Microsoft Office (Word, Excel, Outlook) Ability to quickly learn permitting or records management systems Key Skills & Strengths Strong customer service and communication skills Excellent organization and attention to detail Ability to manage multiple tasks and priorities effectively Professional and approachable demeanor when working with the public Problem-solving mindset and strong follow-through Ability to work collaboratively with staff across departments Working Conditions Primarily office-based with frequent community interactions Reasonable accommodations may be made for individuals with disabilities This job description outlines the primary duties and responsibilities assigned by management. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Management reserves the right to modify, assign, or reassign duties and responsibilities at any time to meet evolving organizational needs.