Building Certificate of Occupancy

Under the direction of the Office Manager, Certificate of Occupancy (COO) is responsible for for monitoring intake of emails from contractors and homeowners requesting certificates of occupancy. This includes tasks such as receipt of physical permits, obtained by inspectors/contractors for passed final inspections. The COO will monitor alerts from Accela and/or work from provided reports to process and issue COO’s to contractors and homeowners. This position is covered and falls under the due process sections of The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Ensure all individuals requesting COO (Certificate of Occupancy) are on authorized user list. If they are not on the authorized user list, must find proper contact in Acee/a under Licensed Professional to ensure COO is sent to the correct individual(s).
• Determine what COO’s are ready to be reviewed/processed.
• Manage and review records to ensure all connected records have passed inspection for the issuance of COO.
• Communicate with contractor/homeowner COC’s or if CDR needs to be amended, and if penalties/fees need paid.
• Monitor permits that have holds to ensure COO’s are issued in a timely manner.
• Review and clarify addresses to ensure duplicates are not connected to a record.
• Monitor fees to ensure that no other fees and/or penalties are due.
• Coordinate with Indiana Department Homeland Security (IDHS) to ensure construction design release (CDR) has been fully released by the State and that correct address and project information is included.
• Provide and monitor that accurate information is included when generating the COO.
• Communicate with inspectors regarding inspections and scope of work.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• Minimum requirement of a High School Diploma or GED
• Strong verbal and written communication skills are required to effectively convey complex information in a clear and concise manner
• Competency in operating standard office equipment, including computers, calculators, and copy and fax machines

• Strong computer skills, including proficiency in Microsoft Office and other relevant software applications including Accela, GIS, LOW, IDHS
• Strong verbal and written communication skills to convey complicated information in an effective and efficient manner
• Ability to work independently

PERFORMANCE EXPECTATIONS:

The Certificate of Occupancy role undertakes regular and manageable tasks in routine procedures, including simple office skills and the ability to follow specific instructions and guidelines. It is essential to operate one or more simple office machines or laboratory equipment (e.g. typewriter, keypunch, desk calculator). Must have an understanding of and the ability to make practi cal application of customary practices, rules. regulations, procedures, or techniques that are directly relevant to the assigned tasks.

RESPONSIBILITY:

The Certificate of Occupancy role is tasked with carrying out a range of standardized assignments. Errors in their work become evident through adverse effects on subsequent operations, particularly when handling incoming calls and entering inspection data. When reviewing COO’s, some judgment is required to ensure accuracy.

PERSONAL WORK RELATIONSHIPS:

The Certificate of Occupancy role regularly communicates with various individuals, including county employees, representatives from other governmental jurisdictions, contractors, and the general public, to address inquiries and provide information on building department policies and procedures.

WORKING CONDITIONS:

The Certificate of Occupancy role operates within a typical office setting, having the flexibility to move around as needed. The role involves frequent sitting, typing, and a strong emphasis on attention to detail. Some activities such as walking, lifting objects weighing up to twenty pounds, bending, reaching overhead, monitoring equipment, transcription/proofreading, and exposure to noise are part of the regular job requirements.

SUPERVISION:

None.

LICENSING:

None

IMMEDIATE SUPERVISOR:

Operations Manager

HOURS:

40 hours per week; overtime as required

EEO CATEGORY:

0906

WORKERS’S COMP CODE:

8810