Codes Administrative Specialist

The Codes Administrative Specialist is a professional employee who is responsible for performing a variety of tasks related to codes and zoning matters. The Codes Administrative Specialist is responsible for the intake of all permit applications and complaints. They will process payments, issue invoices, and coordinate scheduling for the department. This position will conduct rental inspections in the field, attend evening meetings for relevant Boards and provide administrative services for the codes department.

ROLES AND RESPONSIBILITIES:

Codes Office Front Desk

1. Provides administrative services for the department such as answering telephones, responding to voice and emails, assisting visitors, and resolving and/or referring to the proper party a range of code-related problems and inquiries.

2. Receive and review for completion, process, and invoice all applications and payments for permits, rentals, violations, etc. for the department.

3. Receive and process codes and zoning complaints.

4. Create and schedule appointments for all permits, rental, and site inspections for the department.

5. Provide back-up support for the general office front desk as needed.

Rental Inspections

6. Set-up, charge, produce, update, adjust, and maintain billing for residential rental inspections.

7. Create inspection reports, conduct on-site rental inspections, process inspection reports, and issue compliance certificates.

8. Document, track all rental property information (owner correspondence, inspection status) in municipality tracking software.

Permitting

9. Track permit applications in spreadsheet, coordinate with 3rd Party for Building Permit review process, once reviewed record accordingly before sending to ZCO for permit issuance.

10. Upon final permit inspection ensure a certificate(s) of occupancy is received, recorded, and issued to permit holder.

11. Establish all new-builds in municipality software, prorate billing, request, obtain and record meter numbers and premise ID from Veolia for account, activate sewer once a CO is issued, invoice EDU charges.

12. Ensure bonds are received for Street Cut Permits, maintain all bond documentation for applicants, verify mailing address for AP before issuing refund after one year.

Boards and Commissions

13. Organize, schedule and attend evening monthly meetings for both the Historic Architectural Review Board, Planning Commission, and Local Traffic Advisory Board.

14. Process applications, advise applicants as needed to ensure application completion provide documentation for HARB / PC.

15. Act as a point of contact for volunteers and applicants, create meeting agenda, presentations, take meeting minutes.

16. Produce, distribute and record Certificate of Appropriateness for approved HARB applicants.

Other Duties

17. Operates a vehicle to sites within the Borough.

18. Performs other duties as assigned.

ESSENTIAL FUNCTIONS

1-18 are essential

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of the International Properties Maintenance Code (IPMC) and processing of citations.

Knowledge of modern office methods, procedures, and equipment.  Skill in operating a personal computer with experience in Microsoft Word and Excel, and other related software necessary to complete the required tasks.

Skill in interacting with many different constituencies. Ability to exercise good judgement, courtesy, and diplomacy in dealing with associates, peers, and the public.

Adapt to a changing environment and have the flexibility and ability to work effectively with the public and Borough employees and officials.

Ability to maintain and research files and records; and follow detailed instructions and perform multiple tasks simultaneously without immediate and constant supervision.

Ability to conduct site inspections, determine if a property is in compliance, and record findings via a tablet.

Ability to work independently or in a team environment as needed.

Ability to read and write the English language.

Ability to communicate clearly and concisely in both verbal and written form.  Must be able to communicate laws, policies, and procedures effectively to the public, often under adverse circumstances.

Ability to regularly report to the job at the assigned times and perform assigned duties.

Ability to perform duties in often extreme conditions such as heat, cold, dampness, noise, or dirt or while equipment is still on the job site.

Ability to adhere to all departmental rules, regulations, policies, safety and emergency procedures.

Ability to coordinate meetings and conduct public presentations; attend evening meetings as required.

PHYSICAL REQUIREMENTS

Mobility within buildings, walking on stable and unstable ground, standing, climbing {stairs, ladders}, bending, reaching, lifting, crawling, etc.

Ability to lift, pull, push, and move heavy objects (up to 30 lbs.) unassisted.

Ability to reach 2-6 feet.

MINIMUM EDUCATION AND EXPERIENCE

ICC Property Maintenance and Housing Inspector Certification or the ability to obtain the certification within 6 months.

REQUIRED LICENSES OR CERTIFICATIONS

Valid PA Driver's License.