Building Programs & Fiscal Analyst #2410-5560-01

The Building Programs and Fiscal Analyst position is responsible for performing administrative, analytical, fiscal, and customer service duties for the Office of Building, Inspection, and Enforcement (O.B.I.E.). The position provides essential duties including but not limited to issuance/intake of building, business, vendor, and other licenses and permits administered by O.B.I.E., financial support and analysis (including but not limited to payroll processing, invoice processing, assisting in budget preparation, etc.), internal and external reporting for O.B.I.E, billing for receivables, and general customer service. The position requires maintaining good working relationships with other City Departments and external agencies to facilitate the permit/license review and approval process. The position may require notary duties based on O.B.I.E. policies and procedures.

The work is performed as assigned by the Building Official or their designee, with latitude allowed for independent judgment and initiative within the processes and procedures required by O.B.I.E. Difficult cases are brought to the attention of an immediate supervisor to determine the best course of action for a timely resolution. Work is reviewed by the Building Official or their designee through conferences and reports.

• Provides information to homeowners, contractors, utilities, business owners and community groups about city permit and license requirements.
• Manages the intake, processing, and issuance of all Building Department permits/licenses in accordance with local city ordinances and state regulations. This includes file maintenance and collection of permit/license fees, insurance certificates, bonds, and other required documentation.
• Prepares daily, weekly, monthly, and annual electronic reports on permits and licenses issued.
• Maintains processing timetables for annual permits & licenses to ensure they are issued in a timely manner.
• Issues permits and licenses once all documentation and sign offs are in place.
• Provides reports to the Building Official, City Agencies, or External partners as directed by the Building Official.
• Provides routine reports to the U.S. Census Bureau, State of Connecticut, and other entities regarding permit fees collected and various types of permits issued.
• Assists with maintaining complex record systems and assembling records for report preparation.
• Provides administrative and customer service support/coverage for the front counter and on-line permitting system.
• Screens incoming phone calls, complaints, and correspondence; takes action if appropriate or refers to appropriate staff members and follows up to ensure a timely response.
• Provides general and technical information to property owners, developers, business owners, residents, the public and other agencies on building codes, permit processing and drawings.
• Performs work on preparation and monitoring of fiscal, budget, and other analytical programs of the department as defined; Provides information on permit activity and permit fee revenue in response to public inquiries and for development of the Building Department's annual budget.
• Assists in performing accounts payable and payroll functions within the Building Department.
• Oversees daily activities of clerical and part-time staff, ensuring that all assigned tasks related to the intake, processing, and issuance of permits and licenses are completed efficiently and accurately.
• Provide guidance and training to staff on departmental procedures, customer service practices, and the use of office technology to maintain high performance standards.
• Performs other related duties as assigned.

Graduation from high school, supplemented by college level courses in business administration, municipal finance, or related field; 1 to 3 years’ experience in similar administrative work involving interaction with members of the public, including a minimum of 1 year of supervisory and/or increased responsibilities; or any equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills, and ability to successfully perform the essential functions of the job. Bilingual is preferred but not required for this position.

• Ability to read, interpret, and articulate city ordinances and codes for the public.
• Strong skills in customer service work, including ability to handle inquiries and explain various processes.
• Ability to effectively lead, mentor, and manage a team, including delegating tasks, providing feedback, and fostering a collaborative and productive work environment.
• Knowledge of basic accounting principles.
• Knowledge of the methods and principles of administrative research and analysis.
• Proficiency in using standard office equipment such as copiers, scanners, telephones, and fax machines.
• Proficiency in utilizing standard computer applications for data entry, document management, reporting, correspondence, etc.
• Strong attention to detail and organizational skills; the ability to maintain both digital and paper filing systems.
• Excellent communication skills, with the ability to effectively convey information to employees and other stakeholders, as well as write clear and concise reports and memoranda.
• Mathematical skills to verify payroll accuracy.
• Ability to work independently and follow instructions.
• Excellent interpersonal skills: ability to establish and maintain effective working relationships with internal and external stakeholders, including city officials, staff, business community, and the public.
• Skill in prioritizing tasks, managing multiple responsibilities, and meeting deadlines in a fast-paced environment.

• Must obtain a Notary Public license within 6 months of hire.
• Internal only.

 

Physical Requirements	Amount of Time					Working Environment	Amount of Time
	None	Under 1/3	1/3 to 2/3	Over 2/3			None	Under 1/3	1/3 to 2/3	Over 2/3
Stand		X				Wet or humid conditions (non-weather)	X
Walk		X				Work near moving mechanical parts	X
Sit				X		Work in high, precarious places	X
Use hands to finger, handle, or feel				X		Fumes or airborne particles	X
Reach with hands and arms				X		Toxic or caustic chemicals	X
Climb or balance		X				Outdoor weather conditions	X
Stoop, kneel, crouch, or crawl		X				Extreme cold (non-weather)	X
Talk or hear				X		Risk of electrical shock	X
Taste or smell	X					Work with explosives	X
						Risk of radiation	X
Lifting or force to be exerted?						Vibration	X
How much and how often?	Amount of Time
	None	Under 1/3	1/3 to 2/3	Over 2/3
Up to 10 pounds		X
Up to 25 pounds		X
Up to 50 pounds		X
Up to 75 pounds	X
Up to 100 pounds	X
More than 100 pounds	X

 

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated and scored prior to the posted closing date.

Information regarding the employment and selection process can be found HERE.

We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.