Permitting Administrative Assistant

Position Summary

The City of Ranson is seeking a Permitting Administrative Assistant to support the day-to-day operations of its Community Development Department. This position plays a key role in helping residents, contractors, and developers navigate the City’s permitting process, while keeping applications organized, accurate, and moving forward.

This is a highly visible, front-line role that requires strong customer service skills, attention to detail, and the ability to manage multiple tasks at once. The ideal candidate is organized, approachable, and comfortable working in a fast-paced environment where priorities can shift throughout the day.

Key Responsibilities

Permitting & Application Support

• Receive and log permit applications, including building, zoning, and related permits
• Review applications for completeness and ensure all required documentation is included
• Enter and track permit activity in the City’s permitting system or database
• Route applications to appropriate staff for review and follow up as needed
• Maintain accurate records of permit status, approvals, and conditions
  
  

• Serve as the primary point of contact for walk-in visitors, phone calls, and email inquiries
• Provide clear, helpful information about permitting requirements, processes, and timelines
• Assist applicants with forms, documentation, and next steps
• Respond to questions in a timely, professional, and courteous manner
  
  

• Maintain organized digital and physical files for permits, plans, and related documents
• Prepare routine correspondence, notices, and communications
• Assist with scheduling inspections, meetings, and appointments
• Provide administrative support for Planning Commission and City Council items as needed
  
  

• Coordinate with internal departments, including Public Works, Engineering, and Code Enforcement
• Track application timelines and follow up on outstanding items
• Help identify where processes can be improved and communicate suggestions to supervisors
  
  

• Maintain accurate and up-to-date records in accordance with City policies
• Assist with responding to public records requests related to permits and development activity
• Ensure documentation is properly retained for compliance and reporting
  
  

• High school diploma or equivalent (Associate’s degree preferred)
• Experience in administrative support, customer service, or a municipal setting is preferred
• Familiarity with permitting, planning, or construction processes is a plus
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to quickly learn permitting or records management systems
  
  

• Strong customer service and communication skills
• Excellent organization and attention to detail
• Ability to manage multiple tasks and priorities effectively
• Professional and approachable demeanor when working with the public
• Problem-solving mindset and strong follow-through
• Ability to work collaboratively with staff across departments
  
  

• Primarily office-based with frequent community interactions
• Reasonable accommodations may be made for individuals with disabilities