"Administrative Assistant Permit Tech (On-site)"

About the Job

Performs and/or supervises one or more general and specialized clerical and administrative services essential to the operation of all University departments; and perform other related duties as required. The AA Permit Tech is an administrative assistant position serving as administrative support for Fire Marshal and Building Safety Programs. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures for new assignments.

KEY RESPONSIBILITIES

• The position will receive and review FABS permit applications and plans for the capital projects; verify that the project has all necessary approvals; verify professional and contractor licensing; follow all steps of plan review intake, return plans that are approved and/or rejected, and follow with the designated contact that plans are ready to be picked up; track plan applications from submission until approved; log and schedule inspection requests for the capital projects; assist with the preparation of Certificate of Occupancy as required; work with program-specific software such as Citizenserve, EZPlan Review, and Procore, manage spreadsheets often with multiple worksheets, perform data entry, maintain records and prepare reports as required; scan documents for storage in electronic content to the database(s); proofread, edit reports and other written documents for spelling, grammar, punctuation and document content; provide analysis of potential problem areas requiring some basic knowledge of Fire and Building Safety program elements and operational principles. Upload all RFI, submittals and plans for the capital projects into FABS database and print necessary documents as needed for FABS review/approval.
• Coordinate and schedule meetings, special events and fire system impairment permits through complex calendaring; create agendas and take meeting minutes; coordinate UCM personnel travel arrangements; prepare inter-office and outside department/agencies plan transmittal and letters of correspondence, presentation and training materials; review, process and submit travel expense claims, procurement card purchases and invoice processing in line with UCM policies and procedures; inventory general office supplies/equipment and submit replenishment purchase requests for supplies and equipment as necessary; coordinate with UCM Facilities Management and Office of Information Technology for office spaces and equipment maintenance repairs.
• Position is required to function independently and work with minimal oversight including performing multiple tasks, prioritize workload as deadlines quickly shift and maintain confidentiality; assisting with all departmental outreach such as training and/or tabling events, preparing hand-out materials, maintaining the marketing event calendar and reserving tabling locations. Working with campus partners regarding projects and other discussions as necessary.
• Works with department management to provide updates/review/revision of department website(s) as necessary in order to better communicate with campus community. Other duties as assigned.

Qualifications

EDUCATION and REQUIREMENTS

• High school diploma and/or equivalent certification/experience/training.
• Three (3) years administrative/clerical work experience, or the equivalent years of work experience which have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required.

CRITICAL KNOWLEDGE AND SKILLS

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Possess knowledge of UCM student hiring practices and preparing student employee performance evaluations. (Preferred)
• Possess experience maintaining confidentiality related to secure document storage and the confidentiality of their content. (Preferred)

Hiring Range

The full hourly range for the position is Step 1:$27.17/hr. - Step 17: $38.61/hr. The hourly range the University reasonably expects to pay for this position is Step 1: $27.17/hr.

Job Closing Date

This posting will remain open until filled with initial applicant review expected to be on or around January 2, 2025.

This union position is represented by the bargaining unit Clerical & Allied Services - CX Teamsters Local 2010.

Remote/Hybrid eligibility: This position is fully on-site.

Please note: This position is Career contingent upon funding with an expected end date of 12/31/2027.