This position provides clerical and administrative support for Safety Codes within Planning & Development Services and serves as a first point of contact for customers making Safety Codes inquiries.
The position supports efficient and customer-focused permit administration by assisting applicants, reviewing applications for completeness, issuing routine permits within delegated authority, coordinating inspections, tracking permit progress, processing payments, and maintaining accurate records.
This position is intended to support the increased permit and inspection volumes associated with major industrial, institutional, commercial, and temporary construction activity occurring within the County.
KEY DUTIES AND RESPONSIBILITIES
Front Counter and Customer Service (35%)
- Answers telephone, email, and counter inquiries related to Safety Codes permits, inspections, fees, timelines, and application requirements.
- Provides front-line customer service to homeowners, contractors, builders, developers, consultants, and the public in a professional, responsive, and solution-focused manner.
- Assists customers in understanding and completing Safety Codes applications and related forms for Building, Electrical, Plumbing, Gas and Private Sewage permits.
- Receives permit applications and supporting documentation and reviews the submission for completeness, required documentation, eligibility, and administrative requirements.
- Identifies and issues referrals for applications requiring technical review, plan examination, code interpretation, discretionary decision-making, or additional information to the appropriate Safety Codes Officer, accredited agency, or supervisor.
- Provides status updates to applicants regarding permit progress, outstanding requirements, inspection scheduling, and next steps in the process.
- Supports a positive, proactive, innovative, professional, and customer-first culture in the department.
Permit Administration and Inspection Coordination (35%)
- Issues routine Electrical, Plumbing, and Gas permits, and other permits as authorized, within delegated authority and in accordance with County procedures.
- Accepts Building permit applications and other Safety Code submissions for intake, tracking, and referral as required.
- Enters permit applications, amendments, inspection requests, fees, status updates, and related data into applicable software systems and databases.
- Coordinates inspection bookings between applicants, contracted inspection services, and internal stakeholders.
- Coordinates day-to-day administrative workflow with contracted/accredited Safety Codes service providers to support timely permit issuance, inspection scheduling, follow-up, and file completion.
- Tracks permit progress including inspection outcomes, outstanding deficiencies, follow-up requirements, permit extensions, cancellations, and file closure.
- Prepares and issues routine correspondence related to permit applications, inspection scheduling, permit documentation, and follow-up requirements.
- Monitors permit files to help ensure documentation is complete, current, and processed in a timely manner.
- Monitors incomplete, aged, cancelled, and inactive permit files and undertakes routine follow-up with applicants and service providers to support timely permit closure and accurate records.
Records, Payments, and Administrative Support (20%)
- Accepts and provides receipts for payment for Safety Code permits, services, and related fees in accordance with Sturgeon County’s policies and procedures.
- Completes daily and/or weekly balancing and reconciliation of permit-related payment transactions, batches, and receipt records as required by corporate processes.
- Prepares documentation related to refunds, fee adjustments, voids, or account corrections in accordance with procedures.
- Maintains permit files, digital records, and document management systems to ensure accurate indexing, filing, retrieval, and retention of Safety Codes records.
- Assists the QMP Manager by supporting administration of the joint Quality Management Plan, maintaining audit readiness, coordinating the annual internal review/audit process with partner municipalities and service providers, and assisting with related records, reporting, and compliance requirements of the Safety Codes Council.Supports administration and coordination of Sturgeon County’s safety codes system by liaising with internal departments, designated officers, accredited agencies, and partner municipalities to support consistent permit administration, records management, service coordination, and QMP-related compliance activities across disciplines.
- Assists with routine record searches, file retrieval, and compilation of permit documentation as required.
- Supports reporting and tracking of permit activity, inspection volumes, and workflow status for operational needs.
- Assists with incoming and outgoing mail, filing, scanning, document preparation, and other departmental administrative functions related to Safety Codes.
Other Related Duties (10%)
- Provides backup and holiday relief for other Planning & Development administrative support positions, as required.
- Performs the duties of an Information Management Contact for the department, as assigned.
- Supports special projects, process improvements, and workflow initiatives related to Safety Codes administration and customer service.
- Supports a collaborative, solutions-focused team environment through knowledge sharing, consistency in service delivery, and other related duties and special projects as required.
- Adheres to applicable responsibilities and accountabilities as outlined in the County’s Health and Safety Management System.
- Performs other related duties as assigned.
KNOWLEDGE, EDUCATION, QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE
The following are required in this position:
- Understanding of municipal processes, construction administration, permit issuance, or Safety Codes administration
- Knowledge of the Alberta Safety Codes Act, Permit Regulation, and Quality Management Plan processes.
- Familiarity with permit management systems, document management systems, and payment/reconciliation processes.
- Training related to municipal administration, building construction, bookkeeping, or public administration would be considered an asset.
- Ability to interpret application forms, technical documents and submission requirements related to construction and permitting.
- Municipal experience is considered an asset.
- Experience with Safety Codes administration, permit processing, inspection coordination, development administration, construction administration, or a regulatory environment is considered an asset.
- Experience with permit management systems, records systems, payment processing, and reconciliation is considered an asset.
