+

The MBTA Occupational Analysis and the DOLI Minnesota Building Officials Survey: A Comparative Analysis Matt Simoneau Ed.D University of Wisconsin-Stout

+ Outcomes

Describe the demographics of construction code professionals

Describe differences and similarities between permit technician and building official subgroups

Discuss challenges and opportunities

Develop strategies to recruit, train, and retain building permit professionals

+ First Round

Gap What they do-what people think they do

What they do-what their job description said they did

Purpose of the study Identify the duties, tasks, knowledge, skills, attitudes, and future

trends of Building Permit Technicians

Define the occupation

Inform hiring managers

Create accurate job descriptions

Identify gaps between what is and what could be

+ The Process

Reviewed job descriptions Note: No existing occupation duty/task inventory

Developed and launched survey Ranks duties & tasks for frequency and importance Demographic information Age Gender Years employed in occupation

Conducted DACUM

Analyzed results

+ Duties and General Areas of Competence

1. Manage Department Workflow

2. Provide Customer Service to Public

3. Provide Administrative Support

4. Maintain Knowledge Base

5. Manage Programs, Processes, and Policies

6. Manage Data

+ Results

Duties and tasks were different than job descriptions

No consistent job title

Aging workforce

Aligned themselves more closely with project managers and building inspectors more than administrative assistants

The knowledge, skills, and abilities set them apart

Technology will play a greater role in the future

+ Before

Permit Technician=Administrative

Assistant

+ After

Administrative Assistant

Program Manager

Building Inspector

+ Second Round

Validated DACUM

Collected additional data DOLI study

66 responses (53 first round)

+ Results from new study

+ The Results- Gender

+ The Results-Age

+ The Results-Highest Level of Education

+ Results-Specific education

Associates Degree

AA Business

Applied Science

Building Technology & Administration Degree

BIT

Judicial Reporting

Administrative Accounting

Technical Diploma

Court Reporting

Welding

Legal Secretary

+ Results-Specific education continued…

Organizational Behavior

Leisure Studies

In process of Leadership Management program

Business with a Management specialization

Liberal Arts

Criminal Justice

Psychology

Construction/Business Administration

Geography

Building Technology

Accounting and Business Administration

Elementary Education

Bachelors Degree /22% Bachelors Degree /22%

+ The Results- Number of years in current Position

+ The Results-Number of years as a Building Permit Technician

+ The Results-Salary

+ The Results- jobs held prior to BPT career

ESCROW ASSISTANT AT A TITLE COMPANY Not construction field related Imaging Lead Legal Secretary/Office Manager Customer Service Representative II License Bureau Monitoring Associate - Data Processing City Clerk Assistant Receptionist at City Hall Archive Data Scanner Office Support Specialist (did a lot of the same duties but didn't have certification) Planning and Zoning Secretary Service Dispatch/Scheduling/Warranty/Permit Tech at an HVAC company Municipal Public Works Admin Assist Office Manager for a solid waster company Administrative Assistant W k d i Ad ti i

Hennepin County Residential Appraiser for Assessor's Office I still hold the position of director of public services. I certified because of the lack of finding qualified personnel part time city employee - utility billing, administrative assistant Business Manager for MassMutual in the St. Paul Agency Office Management for a demolition company Medical Receptionist business manager Cashier Administrative Assistant (Public Sector) Technical Theater Work (Stage Management) Inspector (Independent contractor) Travel Consultant/Book Keeper Legal Secretary for approx. 1-1/2 yrs Buyer Assistant Engineering Secretary deputy city clerk community

+ The results-number of jobs before becoming a BPT

+ Results- Age started as a BPT

+ Results- Current Certifications regarding BPT

+ Results-led you to peruse a job as a BPT

+ Results- Specified reasons to pursue a job as a BPT Promotion within the City

Opening

Job evolved

Had experience in and was familiar with city already

need in department that I manage

it is part of my city Clerk responsibility

Part-time in Building Department and transitioned to Full-Time when Building Secretary retired

duty assigned

Accidental Happenstance

Part of Clerk Responsibilities - Fell into

Hours worked for me

+ Results- when do you plan to leave the profession.

+ Results- frequency of following duties

+ Results-Importance of duties

+ Results-list of duties that were missed or need to be added

Checking Contractor credentials/licensure; issuing trade licenses

Answering phones questions replying to e-mails & processing e-pay permits along with counter & mail requests. Balance daily monies, month end reports including state surcharge (SAC), sewer availability charge reports.

+ Results-Frequency of tasks under “Managing Department Workflow”

+ Results-Importance of tasks under "Managing Department Workflow”

+ Results- frequency of tasks under "Providing Customer Service to the public”

+ Results- Importance of tasks regarding "Providing Customer Service to the Public"

+ Results-Frequency of tasks under "Providing Administrative Support”.

+ Results-Importance of tasks under “Providing Administrative Support”

+ Results-any tasks related to "Providing Administrative Support" that were missed or you think should be added? Respond to phone calls regarding building permits, utility

bills, city streets, policies, etc

+ Results-Frequency of tasks under "Maintaining Knowledge Base"

+ Results-Importance of tasks under “Maintaining Knowledge Base”

+ Results-Frequency of tasks under "Managing Programs, Processes, and Policies"

+ Results-Importance of tasks under "Managing Programs, Processes, and Policies"

+ Results-Frequency of tasks under "Managing Data"

+ Results-Importance of tasks under "Managing Data"

+ RESULTS-Indicate any equipment or tools that are missing from this list that you think should be added. CALCULATOR

Plans scanner, copier

Type Writer, Label Maker

Copier and Code Books

Large scanner to scan large building plans, etc.

File Storage Copier, phone, calculator, large scale scanning equipment, folding machine Copier, Tape Measurer, Ruler, Dictionary, Thesaurus

Label printer

Copier, Credit Card Machine

+ RESULTS- indicate any other attitudes that are missing from this list that you think should be added.

Calm

Confidence

Positive

Dedicated

+ Results- indicate other job titles that are missing from this list that you think should be added.

DEVELOPMENT SERVICES TECHNICIAN

IMAGING SPECIALIST

Office Support Specialist

Department Specialist

City Clerk

Building Inspection Technician, Permit Technician Assistant

City Clerk, City Administrator

Building Secretary (ugh)

+ What's Next?

Needs assessment

+ Comparison-Current Age

Building Officials 55-64

Permit Techs 51-55

+ Comparison-Age Entering Profession

Building Officials 30-39

Permit Techs 41-45

+ Conclusion

Building officials tend to be older, however enter the profession at a younger age

+ Comparison-Years in Profession

Building Officials 40.8%-5-10 years

31.5%-16-25 years

Permit Techs 38.98%-0-5 years

20.34%-6-10 years

+

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

0-15 Years

BO

PT

+ Comparison-Years to leaving the profession

Building Officials 26%-2-5 years

26%-6-10 years

26.9%-11-24 years

BO’s will lose over ¾ of their workforce in the next 24 years

Permit Techs 36%-5-10 years

26.92%-less than five years

17.31% 16-20 years

PT’s will lose over ¾ of their workforce in the next 20 years

+ Comparison-Number of Previous Jobs

Building Officials 86%-1-3

Permit Techs 42.59-3-4

+ Comparison-Educational Experience

Building Official 39%-Associates degree (BIT)

24.9%-Bachelors degree (Other 47%)

4.6%-Masters or above

Permit Tech 14.75%-Associates degree (some BIT, mixed bag)

24.59% Bachelors degree (mixed bag)

3.28%-Masters

+ Comparison-Salary

Building Official 50.1%-$50-$74,999 per year

30.4%-$75-$99,999 per year

Permit Tech 35.59%-$41,000-$50,000

35.59-$51,000-$60,000

+ Comparison-Factors that led to pursuing career

0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

30.00%

35.00%

40.00%

45.00%

Salary/Benefits Respect for the Profession Job Security Family/Friend Suggestion

BO

PT

+ What does this all mean?

BO’s & PT’s enter profession later in life after holding multiple previous jobs (mid-career)

BO’s are slightly older than PT’s and entered the profession at a younger age

Both have large numbers reaching retirement age

The “grey tsunami” is a concern, however, there appears to be a fresh supply of mid-career entrants to both professions

+ What does this all mean?

+ Challenges-BO Survey

Finding qualified staff

Complexity of codes

Pending retirements

Career-field prep training and education

+ What are your challenges?

+ How do we recruit, train, and retain qualified people?

+ The Challenge-Brainstorming

Recruitment

Training

Retaining

+ Thanks!