Job Description

Posting number: 202600243

Department: Planning & Community Services

Division: Building

Job classification: Administrative Support II - Building Records

Posting type: External

Categories: Administrative Assistant, Building & Safety

Summary

Salary Range: $23.1020 - $30.9925/hour. Salary reflects Step 1 and Step 7 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.

Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.

Required Application Attachments:

• Cover Letter
• Resume

Job Summary:

Under direct supervision, assists in the coordination and management of Building Division records. Manages the Division’s Special Inspection Program, and assists staff in obtaining and managing records needed for the permitting process from project submission through construction completion.

Scope of Responsibility:

Incumbent has a very high degree of understanding of department and functional operations and can work with considerable initiative. Incumbent demonstrates administrative expertise in modern records management techniques and filing structures in a digital work environment. Incumbent is patient, meticulous, capable of prioritizing, good problem-solver, demonstrates analytical skills, administrative skills, highly organized, and can communicate and influence colleagues to correctly use established systems. Work product has noticeable impact on division operations.

Examples of duties

Manages the Special Inspection Program

• Assists in the development and implementation of the Special Inspection Program.
• Coordinates and tracks special inspector registration and relevant certifications.
• Is the main point of contact for all special inspection activities for the Division.
• Ensures all special inspection records and reports are filed appropriately and informs customers of all required paperwork.
• Coordinates permit records with plans examiners and inspectors to ensure all required special inspection records, reports and associated paperwork are filed in a timely and complete manner.

Building Division Operations and Administrative Activities

• Identifies resource needs and provides recommendations to implement Building Division records management policies and procedures.
• Continuously monitors and evaluates the efficiency and effectiveness of Building Division record keeping methods and procedures and provides recommendations to improve workflow and procedures.
• Operates modern office machines and equipment, including printers, copiers, and scanners and computers utilizing a full range of software programs for word processing, spreadsheet, database, presentation and indexing, and document imaging applications.
• Provides customer service to Building Division customers.
• Provides support for permit processing as needed.

Tracks and Analyzes Building Division Data and Statistics

• Works with the permitting software and IT to create reports and track relevant data for the Building Official and City Administrator.
• Compiles relevant statistical information for city staff, customers, and the public.

Performs other duties as assigned.

Qualifications

Required Qualifications and Skills:

• Three (3) years’ experience in a clerical, record-keeping, filing, or administrative support position, including one (1) year experience working in building, design, construction, or a related field.
• Proficient computer skills, including typing, working knowledge of the Microsoft Office Suite, and file management.
• Excellent written and verbal communication skills.

Supplemental information

Work is in a normal office environment. Working conditions require some physical effort moving between 15 and 30 pounds, where effort is intermittent and less than 15% of the time. Working conditions require high attention to detail and deadlines frequently between 45% and 70% of the time.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.