[Hiring] Permits & Licensing Administrative Specialist @City of Edina

Role Description

The Permits & Licensing Administrative Specialist provides comprehensive administrative, permitting, licensing, office management and customer service support across the Fire Prevention, Public Health, and Building Inspections divisions. This cross-trained role ensures efficient service delivery across divisions while adhering to City codes, State regulations, and departmental procedures.

• Review, process, and issue licenses and permits; verify contractor licensing and State certifications.
• Assign permit and license fees, maintain permit and licensing records, and ensure compliance with City code and State regulations.
• Maintain and operate permitting, licensing and records management systems and other City software.
• Coordinate scheduling of inspections with staff and customers.
• Provide high-quality customer service at the front counter, by phone, by email, and in person; assist residents, contractors, applicants, and the general public.
• Respond to inquiries, complaints, and data requests.
• Maintain alphabetical, numerical, and statistical records; scan and archive documents, plans, permits, and reports.
• Configure and submit monthly reports including SAC, Census, Dodge, Keystone, State Surcharge and County Assessing required reports.
• Prepare agendas, minutes, enforcement letters, inspection notices, committee packets, correspondence, and other documents.
• Process payments including permit fees, licensing fees, escrows, cash transactions, daily cash reporting, and refunds.
• Support Fire Department administrative operations including EMS pre-billing screening, CAD log review, daily activity report review, and EMS record release support.
• Assist divisions with purchases, invoices, accounts payable tasks, supply ordering, and inventory tracking.
• Coordinate interdepartmental communication, meeting scheduling, room reservations, and inspection workflow.
• Maintain compliance with Data Privacy laws and handle confidential information appropriately.
• Provide operational support across divisions and perform other duties as assigned.

Qualifications

• High school diploma or GED.
• Two years of office or administrative experience, including direct public interaction.
• Valid driver’s license.
• Proficiency with Microsoft Office and ability to learn multiple administrative and permitting systems.
• Associate degree or related coursework (desired).
• Experience in local government, building inspections, licensing, EMS/fire administrative support, or healthcare administration (desired).
• Experience with permitting, licensing, and electronic plan review systems (desired).
• Knowledge of records management software and practices and customer service experience in a regulatory setting (desired).

Requirements

• Ability to work courteously and effectively with diverse customers, coworkers, contractors, licensees, and members of the public.
• Strong verbal and written communication skills; ability to prepare accurate minutes and documents.
• Ability to interpret codes, ordinances, policies, technical information, and permitting requirements.
• Ability to prioritize, multi-task, work independently, and manage frequent interruptions.
• Ability to maintain confidentiality and comply with Data Privacy Laws.
• Knowledge of general bookkeeping practices, office procedures, and record keeping methods.
• Skill in operating permitting software, databases, office equipment, and Microsoft Office products.
• Ability to work cooperatively as part of a cross-division team.

Benefits

• Physical effort is light, with occasional lifting or carrying up to 25 pounds.
• Work requires extended periods of keyboard use, frequent interruptions, and occasional driving to attend meetings or support inspection-related tasks.
• Work is primarily performed in a normal office environment.
• Some requirements may be modified to reasonably accommodate individuals with disabilities.