Administrative Technician - Planning & Code Administration

Description The Department of Planning & Code Administration has an immediate opening for a full-time Administrative Technician to perform a wide variety of technical and administrative procedures related to various permitting and licensing programs. This is a forward-facing position, serving as first point of contact at the public counter at City Hall, and requiring significant interaction with the public - citizens, visitors, homeowners, contractors, businesses, public officials, other City Departments, and various government agencies.

The Administrative Technician assists customers by processing all permit, plan, and license applications and renewals, including the processing of all incoming payments and coordinating, scheduling, and documenting inspections. The position also performs other customary administrative tasks such as answering telephones; assisting visitors; reviewing, verifying, and organizing documents, records, and forms for accuracy, completeness, and conformance to applicable standards, policies, and procedures; preparing and typing correspondence and other documents and communications; copying, scanning, inputting, and indexing data; maintaining files, records, and documents; and creating reports from those documents.

You must be a master multi-tasker with superb organizational and communication skills, show amazing attention to detail, be able to anticipate and address issues and exercise appropriate judgment when executing tasks and resolving administrative issues, and proactively provide assistance and support whenever and wherever needed. You must be extremely customer focused, flexible, and resourceful to adapt to changing priorities and deadlines, able to complete tasks in a timely manner, and able to handle a variety of duties with composure, confidence, and minimum supervision. We're looking for team players with a professional, upbeat attitude who will be a positive and helpful presence in our workplace. The ability to fluently speak, read, write, and comprehend English and Spanish is preferred.

40 hours per week, Monday through Friday; a core work schedule will be established based on operational needs. This position could be filled at Level I, II, or III in the Administrative Technician class series, consistent with the relevant experience, qualifications, and certifications of the candidate. Starting salary is negotiable within the anticipated target hiring range at each level:

• Administrative Technician I - $48,000 - $54,000
• Administrative Technician II - $57,000 - $63,000
• Administrative Technician III - $66,000 - $72,000

We provide comprehensive insurance benefits (medical, dental, vision, life), paid time off, generous retirement contributions, health and wellness programs, tools to assist with paying down student loan debt and managing student loans, training and professional growth opportunities, and excellent work/life balance. Job Functions

What you will do with us:

• Assist customers at the front counter with permitting and licensing applications and renewals and passport applications; answer questions on policies and procedures; provide information on the permit process; respond to inquiries via phone, email, and written correspondence.
• Perform a wide variety of technical and administrative duties in support of Department functions and operations, including greeting and assisting the public, answering and screening a variety of telephone calls, record keeping, and report preparation, as well as other duties and responsibilities specific to the assigned job level.
• Calculate, collect, issue receipts for, and report on fees relating to various City permitting and licensing programs; process other incoming payments received.
• Collect, review, verify, and organize documents, records, and forms for accuracy, completeness, and conformance to applicable standards, policies, and procedures.
• Input data into databases from a variety of sources; maintain paper and electronic files; prepare related reports.
• Receive and process information of a confidential nature; ensure information is maintained in strict confidentiality.
• Provide outstanding service, pursue continuous improvement, and exceed expectations.

Key responsibilities are highlighted above; please click here to view the complete classification description for this position (Administrative Technician I/II/III). The classification description indicates the full salary range established for each position to provide opportunity for growth and development (Grades 102, 104, and 106 in the City's FY 2027 Schedule of Salary Ranges).

Qualifications

What you will need to be considered:

• High school diploma or equivalent; college level coursework in a related field preferred to be hired at Level III.
• Relevant customer service and administrative office experience (Level I - at least 1 year; Level II - at least 3 years; Level III - at least 5 years).
• Previous administrative support experience in a building construction or permitting environment is a plus to be hired at Level II position; previous administrative experience in municipal government or similar public or private agency setting is a plus to be hired at Level III position.
• Strong and effective customer service, organizational, administrative, and time management skills and demonstrated ability to manage multiple tasks, prioritize workload, and work quickly, accurately, efficiently, and effectively under tight deadlines with minimum supervision.
• Proven computer/technology skills (Microsoft Office and databases of relative complexity), with the ability to quickly become proficient with other specialized software and database applications; experience with permit tracking software/applications a plus.
• Be outgoing, resourceful, creative, diplomatic, and professional; a self-starter with initiative to move projects forward; and willing and eager to assume new challenges and increased responsibility.
• Basic mathematical skills to accurately calculate and process fees.
• Fluency (speaking, reading, writing, and comprehension) in English required; fluency (speaking, reading, writing, and comprehension) in Spanish preferred; eligible for a $2,080 annual multilingual stipend if approved.
• Ability to read and understand construction documents desirable.
• Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform the essential functions of the position.

Additional Information

Interested applicants must submit the following to be considered:

• A complete online application
• Current resume (attached to the online application)

Review of applications will begin immediately, so prompt application is strongly encouraged. Positions will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are received or all hiring decisions have been made.

This is a full-time, non-exempt position, which means an individual in this position is eligible for overtime compensation under the provisions of the Fair Labor Standards Act (FLSA) and the City's personnel regulations. Direct deposit of paychecks is a condition of employment for all City of Gaithersburg employees.

The successful candidate will be subject to a pre-employment background investigation. The City has established an alcohol-free, drug-free, and smoke-free workplace which applies to any person employed by, conducting business with, or applying for a position with the City. Each employee, as a condition of their employment, may be required to participate in pre-employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post accident and random testing.

For more information about the position, contact Permitting Manager Gretchen Wyrick at Gretchen.Wyrick@gaithersburgmd.gov or 240-805-1063. Questions regarding the online application process may be directed to the Department of Human Resources at hr@gaithersburgmd.gov or 301.258.6327.

This recruitment will establish an eligibility list which will be used to fill the current vacancy and may be used to fill other openings in this classification which occur in the next 12 months.

Benefits

The City of Gaithersburg offers its full-time employees a broad range of benefits to enhance their personal and professional lives. Employees are eligible on their first day of employment (unless otherwise specified). We provide employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance.

HEALTH BENEFITS

• Medical, Dental & Vision Coverage – employer pays 85% of premium in each tier
• Multi-tiered coverage options (single, single + spouse, single + child, single + children, family)
• Retirement Health Savings contribution (for non-participants in medical or dental plans)

Medical Insurance

• CIGNA HealthCare Open Access Plan
• Prescription Drug Plan
• Wellness Initiatives

Dental Insurance

• Sun Life Indemnity Plan
• Use a dentist of choice or participating dentist for increased savings
• Basic or Enhanced Plans offered

Vision Insurance

• National Vision Administrators
• Use a provider of choice or participating provider for increased savings

RETIREMENT SAVINGS PLANS

• Eligible for immediate enrollment in all plans upon hire
• 401A - Employer contribution equivalent to 8% of employee's annual base salary; fully vested after 5 years
• 401K – Employer 3% matching contribution on the first 5% of employee's annual base salary contributed by the employee; fully vested after 5 years
• 401A Supplemental – Additional 5% employer contribution to eligible employees in the Public Works and Police Departments who have physically demanding jobs on a consistent basis; fully vested after 10 years
• 457 deferred compensation plan, Roth IRA, Roth 401(k), and Roth 457(b) - (employee contributions only)

PAID LEAVE

• Vacation (12 – 24 days accrued annually; accrual rate based on years of service)
• Sick Leave (13 days accrued annually; unlimited accrual)
• Personal Leave (28 hours granted annually)
• Family Care Leave (up to 8 weeks in rolling 12-month period for eligible employees) to care for newborn/newly adopted/newly placed child or family member
• Holidays (11 holidays observed each year)
• Volunteer Service (12 hours granted annually)
• Jury duty, bereavement leave, military leave (as needed)

ADDITIONAL BENEFITS

• Flexible Spending Accounts
• Tools to assist with paying down student loan debt and managing student loans
• Employer paid Basic Life and AD&D Insurance
• Long-Term Disability & Workers' Compensation Insurance
• Multilingual Stipend ($2,080 per year for eligible employees, paid biweekly)
• Housing Stipend (Up to $3,600 per year for eligible employees)
• Tuition Assistance (Up to $5,250 per year eligible after 1 year of service)
• Healthy Lifestyle Incentives
• Employee Assistance Program
• First-Time Homebuyer Assistance
• Ongoing Training/Personal Development Programs
• Credit Union
• Recreation & Leisure Opportunities & Discounts
• Direct Deposit (required)

Click on the link below to view general information about the benefits available.

Summary of Employee Benefits (pdf)