Senior Administrative Assistant

Overview:   Universal Engineering Sciences (UES) has an opening in our Building Inspection Department. UES is a nationwide leader in Geotechnical Engineering, Construction Materials Testing and Inspection, Building Code Compliance, Environmental, Occupational Health & Safety, and Building Envelope.
SummaryThe Permit Clerk Technicianhas a key role, responsible for verifying and accepting submittals by ensuring all documents necessary for permit issuance. The ideal candidate is a reliable, trustworthy individual who thrives in a fast-paced environment where both collaboration and autonomy are valued.  Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.  

Essential Duties and Responsibilities:

• Proficiently operates a computer
• Ability to function in a high-stress environment, be a strong multi-tasker, and be a team player
• Answers client questions and assists them promptly
• At project completion, scan the complete file into the document storage system
• Knowledge and usage of proper format, grammar, spelling, and punctuation 
• Understands and interprets contracts and invoices
• Processes incoming permit applications for plan review and inspections
• Maintain various logs, spreadsheets, and records required for daily operation of the inspections department such as, FDC scheduling, Municipal and state requests for documents, threshold reports, certificates of occupancy and completion, After the fact reports, Inspection violations, set up projects. 
• Understands and interprets contracts and invoices
• Issue Certificates for quality assurance as inspections are completed.
•  Maintain various logs, spreadsheets, and records required for daily operation of the inspections department such as, FDC scheduling, Municipal and state requests for documents, threshold reports, certificates of occupancy and completion, After the fact reports, Inspection violations, set up projects. 
• Follows up on permits submitted to the City
• Provides exceptional customer service to our internal and external customers
• Provides copies of inspection reports as requested
• Trains administrative personnel
• Creates purchase orders and accounts payable invoices
• Finalizes and releases the daily schedule for the department
• Facilitates project closeout (TCO/CO) with contractors and owners rep
• Answers incoming calls from Contractors, Cities, and others requesting inspections to be scheduled
• Schedules inspections received by phone and/or email
• Establishes and maintains cooperative working relationships with co-workers and the public
• Must be a self-starter, able to work within a group and individually
• Regular attendance is required
• Follows safety procedures
• Other duties may be assigned

Required Qualifications:

• Valid Florida Driver’s License with an acceptable driving record (in accordance with our Driver’s License and Motor Vehicle Record Check Criteria), may or may not be required to perform the duties and responsibilities of the role
• Ability to pass a background check screening in accordance with Florida’s Jessica Lunsford Act (or equivalent state classification)
• High school diploma or general education degree (GED)
• Previous permit technician experience
• Must have excellent typing, data entry, and clerical skills
• Ability to read and write, including interpreting documents such as safety rules, operating and maintenance instructions, and procedure manuals, as well as writing routine reports and correspondence and speaking effectively with colleagues, supervisors, and customers/clients
• Computer skills sufficient to operate a laptop, including sending and receiving emails, and the ability to learn Field Data Collection (FDC)/Inspector Gadget to input data and prepare reports
• Mathematical skills sufficient to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals
• Reasoning ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form

Preferred Qualifications:

• Associate degree 2-5 years of experience as a certified permit technician; or equivalent combination of education and experience
• Ability to type 45 wpm
• Previous experience in an A/E/C firm

Physical Demands & Work Environment:

• Lifting and/or occasionally moving up to 35 lbs can be expected, with or without reasonable accommodation