Engineering, Building & Land Use Administrative Coordinator

Position Details:

Department: Engineering & Building

Location: Town Hall

Union/Affiliation: UPSEU-Town hall

Employment Type: 37.5 hours Full Time Mon-Fri 8:00am to 4:30pm with 1-hour unpaid lunch.

Pay Scale: $26.52 an hour, increases effective July 1, 2024, to $27.28, and hourly rate also increases 6 months from start date to $28.69 an hour

Please send your resume and cover letter to careers@branford-ct.gov 

Posting Date: April 1, 2024, until filled.

Overview:

As the Town of Branford is continually growing the Land Use Departments functions become an essential key to Branford’s reputation and success! You will be performing administrative work in answering phones, receiving the public, providing outstanding customer assistance, permit cashiering, bookkeeping, scanning, and recording of fees; and acting as one of the department’s administrative assistants.

Essential Job functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  Includes but not limited to other duties that may be assigned

  Inputs all departmental information in permitting platform to accurately process permitting, applications, processing fees and other information necessary to efficiently and effectively coordinate engineering and building operations.

  • Must be familiar with requirements for all permits issued by the land use departments and maintain the procedures and records for issuance of all permits.
  • Process permits utilizing the Town’s permitting software system.
  • Building Permits, including but not limited to:
    • Zoning Compliance Applications
    • Building and Demolition Permits
    • Mechanical, Electrical, Plumbing, Heating, Air Conditioning, Ventilating Permits
    • Processes Certificates of Occupancy and Certificates of Compliance
  • Engineering Permits, including but not limited to:
    • Sewer Permits
    • Excavation Permits
    • Pump-Out Permits
    • Flood Hazard Permits
  • Maintains payment receipts ledger and accurately balances each day
  • Coordinates the office operations of the Engineering and Building departments, develops and maintains office forms and procedures and assists with administrative tasks involving personnel, budgeting and facilities.
  • Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
  • Pre-checks and processes all on line and in-person permits and receives and records all fees and handles all customer questions and problems in person and by telephone and email.
  • Maintains a list of all pump-outs and coordinates with Water Pollution Control Department.
  • Maintain a list of excavation bonds and certificates of Insurance for Engineering Department.
  • Responsible for filing Engineering and Building documents and reports for maintenance of each departments records in compliance with State retention requirements.
  • Composes, types and edits correspondence, reports, memoranda and other materials requiring judgment as to content, accuracy and completeness.
  • Files documents on the Land Records, such as Sewer Agreements, Easements and Deeds.  Searches Land Records and Assessors records for information regarding properties.
  • Processes purchase requisitions and tracks invoice payments utilizing Town’s financial software system.
  • Will be required to process paperwork to assist department’s heads to acquire grants and/or other funding.  Will be responsible to process paperwork associated with grants and other funding sources to assist department’s heads in receiving reimbursements.
  • Works with all Land Use administrative staff to assist as needed.

Other Functions:

  • Prepares monthly, quarterly and yearly statistical reports as required by Town, State, and related Commissions and agencies.
  • Provides backup to related positions.
  • Provides assistance and coverage to all Land Use departments.
  • Acts as receptionist for all the Land Use departments.

Supervision:

Supervision Scope: Performs varied and responsible clerical duties requiring the knowledge of implementing building permits and engineering regulations. Exercise good judgment and initiative in effectively and efficiently following department policies and practices.

Supervision Received:  Works under the direction of the Town Engineer and Building Official or his/her designee.

Supervision Given:   None.

Minimum Required Qualifications:

Education, Training and Experience:

Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping. College degree preferred.

Two plus years of experience in customer service and office work working with and interpreting construction drawings and site plans, or any equivalent combination of related education and experience.  Experience working in a building, engineering, planning or other land use office or regulatory department preferred.

Special Requirements:   May be required to obtain ICC permit technician training or equivalent and any other relative training.

Knowledge, Ability and Skill:

Knowledge: Thorough knowledge of Microsoft Office, including Outlook, Word and Excel; modern office practices and procedures; knowledge of land use procedures. Working knowledge of laws and regulations required in the issuing of permits.

Knowledge of filing and records management practices. 

Knowledge of processes and procedures associated with all land use and road and sewer infrastructure permits.

Ability:   Ability to learn specialized land use software; financial software and records management software; ability to perform cashier duties accurately;  ability to handle stressful situations;  ability to multi-task effectively;  ability to understand complicated permit processes and how related departments interact during the processes.  Ability to utilize GIS system to provide information to the public as well as Town employees.  Ability to learn, retain, interpret and communicate technical and complex information, terminology, policies and procedures as it relates to land use.

Skill:  Skill in operation of listed tools and equipment. Excellent verbal and written communication skills; Strong customer service skills. Must be organized and capable of successfully administering all functions in an ever-changing office environment.

Tools and Equipment used

Computer; copy machine; printer, scanner, postage machine; fax machine; calculator and any other standard office equipment as required.

Job Environment:

Administrative work is performed in a moderately noisy office with regular interruptions during the day from the public and clients via telephone, email or in person.

Requires the operation of telephones, personal computers, copiers, facsimile machines, and other standard office equipment.

Makes frequent and periodic contact with contractors, property owners, engineers, architects, Town staff and Town officials. Communication is frequently in person, telephone email and in writing. Work requires a high level of professionalism and high level of patience in dealing with and explaining regulations to the public.

Errors in judgment or omissions could result in delay of services, monetary loss, and legal ramifications.

(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)

We are an equal opportunity employer, women and minorities encouraged to apply.  All resumes are confidential.  Candidate must successfully pass a substance abuse test prior to start date given at the Town's expense.  The Town of Branford conducts background investigations for all positions prior to hiring.  Refusal to sign the release form will terminate the candidate from further consideration.

Submission Deadline 
Sunday, June 30, 2024

File/Document

Employment Type: