Administrative Assistant

Permanent, full-time non-exempt position.

Schedule

Monday – Thursday, 7:00 AM to 5:30 PM

Pay

$20.12/hour (Grade: 5, Step: 1)

About the role

Works under the supervision of the Chief Building Official. Performs secretarial, receptionist, and related administrative duties for the Development Services Department. While primarily supporting the Building Permit Technician with building-permit applications, the Administrative Assistant may also assist other team members with administrative tasks across the Building and Code Enforcement Division, Planning and Zoning Division, and Community Development Services Division.

Responsibilities include receiving and processing building permits, code-enforcement inquiries, planning and zoning complaints, maintaining electronic and hard-copy files, and serving as the department’s telephone receptionist. Preserves confidentiality of information and complies with department orders, directives, and policies.

Responsibilities

• Process, route, and assist applicants with building permits, including helping customers create accounts and submit applications through the City’s online permitting platform (Cityworks).
• Maintain accurate, confidential records both electronically and on paper.
• Process citizen inquiries and concerns regarding property maintenance, building permits, planning and zoning cases, and complaints.
• Learn and retain department practices related to building permits and direct inquiries to the appropriate person or department.
• Assist the Housing Permit Specialist with administrative duties such as generating and processing monthly renewal statements and scheduling inspectors.
• Other duties as assigned.

Requirements

• High school graduate or equivalent.
• 3–5 years of relevant experience.

Preferred Qualifications

• Business degree, some college, or trade school.
• Ability to read and understand maps and construction documents.

Skills

• Proficiency with office equipment (phone, copier, printer) and Microsoft Office programs.
• Ability to prioritize and multitask.
• Capability to work with minimal supervision.
• Strong interpersonal skills to handle dissatisfied customers in person, by telephone, or via email.

Working Conditions & Physical Requirements

• Office work only; good working conditions with minimal physically demanding, unpleasant, strenuous, or hazardous elements.
• Regularly required to type, file, or lift office supplies up to 20 pounds.
• Frequently required to sit, stand, talk, and hear.

Use of Technology & Equipment

• Daily use of computers, the Internet, smartphones, etc., to create databases, spreadsheets, or reports.
• Designs and creates customized reports, presentations, and documents using advanced software skills.

Contact & Supervision

• Frequent internal and external contact on routine matters such as furnishing or obtaining information.
• Not responsible for supervising other employees.
• Reports directly to the Chief Building Official.