Administrative Specialist - Building Inspections

Performs a variety of complex administrative and secretarial support in an assigned office requiring understanding of the departmental rules, regulations, goals, and services.  An employee in this class performs a variety of clerical and administrative support duties as well as management of specific departmental programs; including technical and professional work in the Building Inspections Department. Work generally requires employees independently handle certain activities such as information processing and referral, fiscal controls, or a special aspect of a program or organizational activity. Guides may include a variety of written manuals and instructions, as well as sets or rules and regulations. Sound judgment is required in performing the tasks. This position is distinguished from the administrative assistant classes by the broader involvement in program activities and more discretionary judgment required in interpreting policy and program objectives.  An employee in this position will also indirectly supervise office operations and other assigned administrative support staff.  Work is performed under the supervision of the department head and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

• Serves as administrative or secretarial support to the assigned department; screens calls and inquiries, secures and gives information.
• Serves as primary administrative support for the department head.
• Secures information via telephone or personal contact; selects appropriate materials to answer questions and often handles the inquiries independently.
• Handles confidential or sensitive information in an appropriate manner.
• Handles recording and reporting functions for the certain activities of the department; orders supplies and materials, interprets a variety of rules, regulations, and information on the program and department’s activities.
• Uses Microsoft Office in generating correspondence, memoranda, notes, minutes, reports or other materials; review work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final copies of materials.
• Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials; performs periodic follow-up activities. 
• Handles receipt of money and funds for its security and appropriate deposit.
• Request information using standardized forms; compiles information requiring the selection of data from well-established sources.
• Screens and routes materials according to content of communications; may do research or pull related materials from files upon request by supervisor.
• Manages assigned activities and programs.
• Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity.
• General knowledge of local, state, and federal regulations pertaining to the office operations of a land use regulation department.
• Performs other duties as required.

• Thorough knowledge of general office practices and procedures.
• Thorough knowledge and ability to use correct grammar, vocabulary, and spelling.
• Considerable knowledge of the County function to which assigned and related policies, procedures and regulations.
• Ability to schedule and maintain appointments.
• Ability to use Microsoft Office and operate office equipment.
• Ability to be tactful and courteous, communicate effectively orally and in writing.
• Ability to gather and give basic information and instructions on departmental programs based on inquiries.
• Ability to gather and compile materials from a variety of sources.
• Ability to manage multiple projects by using judgment in organizing and establishing priorities and work assigned.
• Ability to handle and process sensitive and confidential information appropriately.
• Ability to record information and balance figures.
• Ability to compile information based on general instructions.
• Ability to arrange and place records, reports and files into a proper sequence; establish and maintain inventory records management systems.
• Skill in the collection, analysis and presentation of technical data and planning recommendations.
• Ability to establish and maintain effective working relationships with supervisor, employees and the general public.
• Ability to use department software system(s) for data entry, financial reporting and maintaining permitting functions.

• Graduation from high school with at least four years of experience in secretarial, clerical, or office management including strong public contact.

Special Requirements 

• Successful completion of Law & Administration for Building Code Officials course within 1 year from hire date. 
• Must attend all training and obtain certifications as required by the state of North Carolina. 

Preferred Education and Experience:

• Associate’s degree with two years of experience in the public sector. 

Salary : $39,382 - $55,646