The Division of Occupational Licensure is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency. The Division of Occupational Licensure values inclusiveness and diversity within their employee and management teams. Within our community we strive to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

The Division of Occupational Licensure is committed to ensuring a diverse and inclusive workplace where all employees feel respected, valued, and empowered to maximize their skills and talents to serve our citizens.

About the Role:

The Building and Engineering Coordinator (Program Coordinator III), is responsible for leading and managing a team responsible for providing administrative and programmatic support within the Division of Occupational Licensure's Office of Public Safety and Inspections' Building and Engineering Division. The Building and Engineering Division oversees the State Building Department, the State Building Code and all related permitting and inspections, as well as the State Engineering Department, working with Amusement Device Licensing, Hoisting examinations and Hoisting enforcement and appeals. Administrative and programmatic support includes, but is not limited to: support relative to multiple software systems (including IPS), data management, permits and inspections, as well as other general office duties as assigned. The Building and Engineering Coordinator is central to the administration of the Division and its staff, as well as other DOL staff, licensees and the public.

The Building and Engineering Coordinator assists with assigning and scheduling building inspections, ensuring timely review of applications for accuracy and completeness, and confirms the issuance of permits and certificates of inspection. This requires operating within the IPS software system assigning permits and certificate of inspections to building inspectors. The Building and Engineering Coordinator is also responsible for managing the workflow of the end-to-end customer experience. Through this work, the Building and Engineering Coordinator will assist licensees with applying for permits through the IPS system as well as assisting constituents with understanding filing requirements. The Building and Engineering Coordinator will assist in the development and implementation of standard operating procedures to be used in program monitoring and/or evaluation.

The Building and Engineering Coordinator, under the supervision of the Assistant Chief of Buildings and the Chief of Buildings, will provide job training for Building and Engineering team members on permit and certificates of inspection workflows, ensuring cross training exists between both groups. This training will also include tasks and skills related to agency administrative procedures and techniques, researching building and engineering regulations, policies and laws, and workflow simplification methods. The Building and Engineering Coordinator will partner, collaborate and work closely with Engineering Supervisor, Building Inspectors Supervisor(s) and support and proactively communicate with Building Inspectors, Compliance Inspectors and Engineers.

The Building and Engineering Coordinator assigned work and programs, may be changed or re-assigned at any time, based on the operational needs of the agency.

Duties and Responsibilities: (these duties are a general summary and not all inclusive)

• Responsible for supporting and supervising the Office Support Specialist(s) assigned to the team, and ensuring they have sufficient direction on work assignments, including permits applications, certificate of inspections, and consumer inquiries.
• Oversee all customer inquiries made to the Building and Engineering Division by phone, email, or mail ensuring inquiries are assigned and routed to appropriate division staff for timely response.
• Oversee all staff responses to requests made pursuant to the Public Records Law and Fair Information Practices Act and assist DOL's public records unit in filling these requests.
• Assist the Director of External Affairs and the OCA Legislative Liaison in responding to inquiries from the Governor's Office, the Legislature, other agencies, complaining parties, licensees, and others regarding all Building and Engineering Division matters.

BUILDING

• Coordinate and support customers, state building inspectors and supervisors with building permit applications, certificates of inspection applications and renewals, electrical applications and related tasks associated with the agency's permitting system.
• Manage data entry and inputting of all required building documents into the IPS system with a keen focus and review of both electronic and hard copy plans and permits for accuracy and completeness.
• Manage the ongoing permit process including timely updates to permit information into the IPS system, ensuring appropriate routing to building inspectors and providing regular updates to the customers.
• Support the manager of the Manufactured Buildings Program required IPS activity.
• Confer with architects, engineers, DOL and BBRS staff and other program participants to answer questions regarding permit or license status.
• Prepare, review and analyze building inspector and department activity.
• Provide timely support and direction to customer inquiries on how to process applications.
• Establish strong working relationships and engage frequently with the agency's technology team to identify and implement process improvement workflows.
• Manage all channels of customer inquiries including:
  • Provide information concerning such topics as Board and Bureau meetings, schedules, appointments, cancellations to appropriate individuals.
  • Ensure timely and accurate email responses.
  • Manage intake and output of customer mail including timely processing of checks.

ENGINEERING

• Work closely with the Bureau of Pipefitters, Refrigeration Technicians, Sprinkler Fitters, to ensure that applications are reviewed, brought before the Bureau, and the approvals or denials are chronicled.
• Provide support for all Engineering exam programs.
• Provide timely updates for the approved school list on the agency website and software system.
• Provide support for the Amusement license program including application reviews and license approvals within the IPS database.
• Provide administrative support for the following Engineering programs:
  • In-Service Training Program.
  • Compact Rental Program.
  • Continuing Education Program and document handling and storage.
  • Amusement program
• Provide support for the appeal of exams and Hoisting license violations.
• Respond and correspond to constituent inquiries.
• Assist legal counsel in responding to public records requests or any necessary reporting of the agency's data.
• Perform related duties such as maintaining records, preparing correspondence, conducting data entry into agency databases, training team members, and attending meetings or professional trainings, as requested by the Assistant Chief of Investigations or the Chief of Investigations.
• Provide technical assistance and advice to agency personnel and others concerning assigned programs in order to exchange information, resolve problems and ensure compliance with established policies, procedures and standards.

Preferred Knowledge, Skills, and Abilities:

• Administrative Experience in the construction, engineering or architecture industry, and understanding of the complexities of plans and permits.
• Experience working with large groups of offsite employees who require timely remote assistance with processing, updating, and acquiring information quickly from the office.

All applicants should attach a cover letter and resume to their online submission for this position.

SALARY PLACEMENT IS DETERMINED BY YEARS OF EXPERIENCE AND EDUCATION DIRECTLY RELATED TO THE POSITION AND THE HUMAN RESOURCES DIVISION'S RECRUITING GUIDELINES. IN THE CASE OF A PROMOTIONAL OPPORTUNITY, THE SALARY PROVISIONS OF THE APPLICABLE COLLECTIVE BARGAINING AGREEMENT WILL APPLY TO (OR WILL BE UTILIZED FOR) PLACEMENT WITHIN THE SALARY RANGE.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.