Building Services Administrative Assistant

Job TitleUnder general supervision of the Building Official, provides information to the public and assists in maintaining records, databases, preparing reports for Building Service and assisting the public. Proficient with standard computer software applications including MS Word, Excel, Access as well as other relevant applications. Supervision General supervision is provided by the Building Official.Essential Duties and Responsibilities1. Process Building Permits, Vendor Permits, Sign Permits, Alarm Permits, Business Licenses and all other related permits and licenses.2. Intake and payment of Public Works and Planning applications for Planning and Public Works Departments Staff processing.3. Maintains databases on permits, licenses, plat records and maps.4. Maintains log of daily inspections that are called in by contractors and distributes to inspector.5. Receives payments and issues receipts for payments, etc.6. Prepares documents for storage and records destruction.7. Contributes to the effective communication regarding data, information and reports relating to Building Services, Public Works and Planning Department activities and functions.8. Responds to inquiries via telephone, fax, and email and in person. Directs constituents to the appropriate personnel.9. Receives and distributes daily mail and packages.10. Ability to work flexible hours and to adjust hours to job requirements.11. Ability to communicate effectively both orally and in writing.12. Ability to work in a fast-paced environment.13. Accepts and processes payments for subdivision, zoning, and annexation applications.14. Prepares correspondence for Building Official as requested.15. Maintains databases on all vendors, streetlights, street names, and similar public infrastructure.16. Works with property owners to find solutions if plans do not meet applicable codes.17. Other duties as assigned and as may be necessary to complete regular work.Minimum Job RequirementsHigh School Diploma or GED, and four (4) years of general office clerical work experience. Experience with computers and other office machines including but not limited to typewriter, fax machine, 10 key calculators, etc. and/or equivalent combination of education, training and experience in related field may substitute for experience.Experience in the construction field and/or processing permits for construction preferred.Bilingual preferred (English and Spanish).Knowledge, Skills and AbilitiesAbility to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions, and measurement.Comprehensive math and bookkeeping skills.Ability to establish and maintain good working relationships with Council, Department Heads and outside entities.Ability to maintain a strong sense of propriety concerning confidential matters.Ability to communicate effectively both orally and in writing.Job CharacteristicsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The employee is occasionally required to frequently lift and/or move up to twenty-five (25) pounds. The employee is occasionally required to walk, sit, talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to focus.The work environment characteristics described here are representative of those encountered by an employee while performing the essential functions of this job. The noise level in the work environment is usually quiet.Occasional exposure to irate individuals.Frequent extending keyboarding activity related to data entry, research and retrieval.BenefitsWe offer a complete benefits package to full-time employees who work 30 or more hours per week includes medical insurance, dental, vision, retirement, life insurance, short and long-term disability, holidays, paid leave, longevity pay, education/certification pay incentive and paid training.