Administrative Assistant

Administrative Assistant

Works under the supervision of the Chief Building Official. Performs secretarial, receptionist and other related administrative duties for the Development Services Department. While this primarily involves working with the Building Permit Technician to process building permit applications, the Administrative Assistant may be asked to assist other team members with administrative tasks that pertain to the Building and Code Enforcement Division, Planning and Zoning Division and Community Development Services Division of the Development Services Department. The Administrative Assistant will also receive and process building permits, code enforcement, planning and zoning inquiries and complaints, maintain electronic and hard copy files including correspondence. The Administrative as telephone receptionist, responds to public inquiries, preserves confidentiality of information and performs duties in compliance with the Development Services Department orders, directives and policies.

Essential Duties - Knowledge - Skills - Abilities

• Process, route and assist applicants with the building permits. This includes assisting customers with creating accounts for, and submitting permit applications through, the City's online permitting platform - Cityworks.
• Keep accurate, confidential records on computer as well as paper.
• Process citizen inquiries and concerns regarding property maintenance and building permits, as well as planning and zoning related cases and complaints.
• Learn and retain information for department practices including but not limited to building permit information and direction of inquiries to the appropriate person/department.
• Assist the Housing Permit Specialist with administrative duties as needed. This includes, but is not limited to generating and processing monthly renewal statements and scheduling inspectors for team members.
• Other duties as assigned.
• Knowledge of office equipment including phone, copier and printer.
• Software experience (Microsoft office programs)
• Skills to prioritize and multitask.
• Capability to work with minimal supervision.
• Ability to handle dissatisfied customers in person, by telephone or email.

Working Conditions & Physical Requirements

• Office work only. Good working conditions with almost complete absence of physically demanding, unpleasant, strenuous, and/or hazardous elements.
• While performing the duties of this job, the employee is regularly required to type, file, or lift office supplies up to 20 pounds. The employee is frequently required to sit, stand, talk, and hear.

Use of Technology & Equipment

• Position has daily use of computers, the Internet, Smartphones, etc. to create databases, spreadsheets, or reports. Position designs and creates customized reports, presentations, and/or documents using advanced software skills.

Contact & Supervision

• Position involves frequent internal and external contact, but generally on routine matters such as furnishing or obtaining information.
• This position is not responsible for the supervision of other employees.
• This position works under the supervision of the Chief Building Official.

The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

Minimum Requirements

• Education: High school graduate or equivalent.

Experience

• 3-5 years of relevant experience.

Preferred Qualifications

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