Full Time Building Secretary

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Job DescriptionBUILDING SECRETARY Department: Department of Planning & Development/Division of Building Civil Service Status: Unclassified Employment Status: Full time Reports To: Office Administrator Working Hours: Normal business hours

SUMMARY The Building Secretary provides administrative and clerical support to the Division of Building within the Department of Planning and Development.

MINIMUM QUALIFICATIONS Completion of secondary education (high school or GED) supplemented by general business and secretarial courses plus a minimum of two years of secretarial experience, or equivalent. Must possess a valid driver’s license.

ESSENTIAL FUNCTIONS Performs various secretarial and clerical tasks in order to assist with the efficient operation of the Division of Building (e.g. prepares office correspondence, opens and distributes mail, prepares and maintains office calendar, orders office supplies and other duties as deemed necessary by the Office Administrator).

Collects applications and fees for building and engineering permits, contractor registration, planning and zoning, etc.

Advises residents, builders, contractors and others regarding department-related requirements.

Issues permits and schedules inspections.

Performs various accounting related tasks in order to assist with the efficient operation of the

Maintains files for all functions of the division and ensures proper records retention procedures are followed.

Creates monthly and annual reports of division activities for the administration and Council.

Performs various customer service-related tasks (e.g. receives and responds to in-person and telephone inquiries, meets and greets office visitors and customers, takes and disseminates messages, etc.).

Provides secretarial and clerical support to the Division of Engineering, as required.

Performs other duties as assigned.

Meets all job safety requirements and all applicable OSHA (PERP) standards that pertain to essential functions.

KNOWLEDGE, SKILLS AND ABILITIES Proficient skill in use of Microsoft Office products including Excel, Outlook, Word and PowerPoint

Strong written and oral communication skills, including English grammar and spelling

Ability to prepare accurate documentation, compile and prepare reports, maintain records according to established procedures

Skill in basic accounting and bookkeeping

Knowledge of basic construction terminology

Ability to develop and maintain effective working relationships and to successfully interact with industry officials and individuals that do business with the City of North Ridgeville

Ability to carry out instructions in written or oral form and to deal with problems involving several variables within familiar context

Ability to maintain level of confidentiality with division operations, procedures and any other confidential issues

Knowledge of department policies and procedures*

Ability to use permit software and other specialized software programs, timekeeping software, internet applications, GIS programs and applications used by the department and division*

* indicates knowledge, skill or ability developed on the job

EQUIPMENT OPERATED Personal computer, printer, copy machine, fax machine, telephone and other standard business office equipment, along with software including Microsoft products, permit and content management software, etc.

PHYSICAL DEMANDS AND WORK CONDITIONS Frequent sitting, some standing and walking required. Stooping, bending and reaching required on a daily basis. Works indoors under controlled conditions. Environment may be occasionally stressful in dealing with the public.

Job Description Approval: January 9, 2025

Authorized Signature Date

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