Job Description

Office Support Specialist

Department: Building Inspections Reports to: Office Coordinator

Under basic supervision, performs administrative support functions for the Building Inspections Department. Responds to questions/complaints/filing/processing with/from homeowners, contractors, city employees and customers regarding building inspections.

Essential Functions -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following

• Takes phone calls for Building Official as assigned.
• Maintains records and files.
• Develops, organizes and maintains filing system for documents and records in paper copy and digital formats.
• Compiles data and develops summary and status reports; assists with office support duties.
• Fills in for Administrative Assistant in absence by attending board meetings and take minutes.
• Coordinates Department communications as assigned.
• Runs mail deliveries and pick up.
• Issue of various permits as assigned, enters the permit data in the computer systems and processes payment for permits.
• Takes request for inspections from customers at the service counter, via telephone and electronically. Enters inspection request on the appropriate inspector log.
• Supports the divisional operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications:

Education, Training and Experience Guidelines High School Diploma or GED required AND one year of customer service and computer experience.

Skill in:

• Operating communications equipment and personal computer.
• Entering information and inspection request into a computer system with speed and accuracy.
• Following standard operating and safety procedures, and verbal and written instructions.
• Look up permit information and inspection records as requested by the public and for inspection staff.
• Establishing and maintaining cooperative working relationships with the public and co-workers.
• Self-motivated with problem solving initiative.
• Team-work approach to all tasks, endeavors and customer relations.

License and certification requirements: None.

Physical demands and working environment: Work is performed in a standard office environment. Approximately 70% to 80% of this position's time is spend with direct public contact assisting with the processing of building inspection department permits, receiving and correctly processing request for inspections and correctly dispatching inspections to the field personnel.