Permit Coordinator

Description :

The Village of Glencoe is seeking a detail-oriented person with a passion for public service for our first Permit Coordinator in the Public Works Department!

 Who we are: Our team is made up of people with diverse backgrounds and experience and we share a common goal – providing the very best services to the Glencoe community.

What we do: Our vision is to make Glencoe the community that people choose to live, work and do business, by providing innovative, responsive, high-quality public services in an environmentally and fiscally sustainable manner. Everyone on our team contributes to us achieving this vision! This means that we put our customers’ needs first, we strive to be leaders and innovators, and we believe in always looking for ways to improve.

What the job is: The Permit Coordinator provides administrative support to all Building and Zoning division operations. Work includes responding to all inquiries from the public, in person and by phone, regarding permitting and other Division matters, examining applications and plans for completeness at time of submission and assisting with the issuance and tracking of permits. The Permit Coordinator serves as the primary customer service representative over the phone and at the front counter at Village Hall regarding a variety of Village-related inquiries, including directing customers to appropriate staff as needed.

Why Glencoe: In Glencoe, we strive to live our values. As a local government and as an employer, we prioritize building a culture of inclusion, environmental sustainability, continuous improvement, sound financial management, ethical government and providing the highest level of service to all of our customers (our residents, our businesses and our employees). Glencoe has a proven track record of investing in our community’s infrastructure, our organization’s technology and our employees so that we are able to be a responsive, progressive organization.

As an employer, Glencoe offers a highly competitive salary and benefit package, generous vacation and sick leave, a paid family care leave pilot program, IMRF pension and great health insurance options.

Our employees have consistently said they like the strong sense of teamwork in Glencoe and our residents have shared overwhelmingly positive feedback about the Village. In a 2019 community survey, 99% of respondents rated Glencoe as an excellent or good place to live and 93% said they are very satisfied or satisfied with Village services, earning Glencoe national recognition for outstanding service delivery!

Diversity, equity and inclusion are critical to the Village’s success. The Village is committed to fostering a welcoming and inclusive workforce in which all employees are valued, respected and have a sense of belonging. The Village is proud to have a diverse workforce in which all individuals are celebrated.

Job Responsibilities

  • Serve as the primary point of contact for inquiries from contractors, homeowners, architects, etc. regarding building and zoning permit applications, permit status, inspections, approval processes, general information, and code requirements by phone, e-mail and in person.
  • Provides customer service over the phone and in person at the front counter of Village Hall on a variety of Village-related inquiries.
  • Supports the permitting function by examining permit applications for completeness of submittals, coordinating specific tasks with building, engineering and planning staff during the permit execution process, managing the permit escrow process and issues permits and certificates of occupancy following final approval; maintain and digitizing permit records.
  • Verify subcontractor licenses, payment of all required fees and completed fee forms.
  • Assist with tracking permit and inspection activities for monthly reports.
  • Maintains elevator permit files, distributes plans to outside elevator plans examiners and applicable departments/contractors, maintains fees and invoices for individual projects.
  • Maintains the annual licensing programs for landscape contractors and snow removal contractors, issues other various licenses
  • Works directly with third-party consultant to coordinate weekly building permit inspection schedule
  • Processes payments for permits, utility bills, license fees and various other payments made at Village Hall, manages cash drawer and daily inventory of supplies
  • Provides administrative support to Building and Zoning staff as assigned
  • Conducts special projects as assigned

Required Qualifications

Education and Experience

  • High school diploma or general education degree
  • 1-3 years of related experience, with emphasis on municipal customer service and administrative support
  • FOIA Officer certification must be obtained within six months of hire
  • Notary Public must be obtained within six months of hire

Functional Knowledge

  • Knowledge of efficient record keeping procedures
  • Attention to detail and strong organizational skills; ability to maintain accurate records
  • Ability to acquire general knowledge of building and zoning terminology
  • Ability to generally interpret plats of survey for pertinent project information
  • Use of IT systems including radios, telephones, tablets, laptops and computers
  • Experience with Tyler EnerGov is a plus

Interpersonal and Communication

  • Excellent customer service skills
  • Ability to follow oral and written instructions
  • Ability to work with a team
  • Maintain strong working relationship coworkers

Physical Requirements and Work Environment

  • Constant lifting and/or moving up to 10 pounds, occasionally lift and/or move up to 20 pounds
  • Frequent walking and standing (sometimes on uneven surfaces); talking and listening
  • Walking, grasping, lifting and carrying objects; reaching, operating hand controls and office equipment
  • Strong emphasis on workplace safety
  • The Village strongly encourages COVID-19 vaccination as part of the Village’s commitment to providing a safe work environment and to continue serving the community. Per Village policy, all employees are required to provide proof of COVID-19 vaccination or undergo regular COVID-19 testing


The salary range for the position is $62,925 to $84,443, with occasional opportunities for overtime. The Village offers great benefits, including Illinois Municipal Retirement Fund pension, health insurance, dental insurance, life insurance among others.

How to Apply 

Please e-mail cover letter, resume, and application to employment@villageofglencoe.org and reference Job ID 22-09 Permit Coordinator  in the subject line of the e-mail. The position will remain open until filled, and first application review will take as applications are received.

Persons requiring reasonable accommodations under the Americans with Disabilities Act are asked to contact the Village Manager’s Office at (847) 835-4114. The Village of Glencoe is an Equal Opportunity Employer.

Contact : Jonathan Pape
Assistant to the Village Manager
(847) 461-1100

Deadline for Applying : Open until filled