Building Services Administrative Assistant

SUMMARY

Under the supervision of the Building Official, the Building Services Administrative Assistant will be part of a collaborative work team and will provide administrative support and program coordination for Building Services.

SUPERVISORY RESPONSIBILITY

None

ESSENTIAL JOB FUNCTIONS

• Provide excellent customer service and maintain positive working relationships.
• Maintain a clean and organized reception area and work area.
• Welcome and greet visitors and callers; answer questions directly or refer them to the appropriate department or personnel; for appointments, invite them to the waiting area or conference room as appropriate.
• Serve as the primary departmental contact to the public to receive, route, process, track, and follow citizen inquiries.
• Provide support in preparing outgoing mail.
• Assist department supervisors and staff as needed.
• Provide administrative support for meetings, including scheduling meetings as well as taking and preparing minutes of meetings.
• Purchase and maintain an inventory of office supplies and materials; refill supplies when needed.
• Track all incoming packages and distribute them to the appropriate staff.
• Transport financial deposits to City Hall daily in accordance with established procedures.
• Perform technical and clerical functions such as maintaining the department's database programs, spreadsheets, and producing correspondence.
• Assists the Building Permit Technician with daily scheduling of building inspectors and third-party inspection services as needed.
• Provides guidance on contractor registration requirements.
• Assesses applicable permitting fees in accordance with adopted fee schedules.
• Provide technical and administrative assistance involving building permit applications, as well as accept phone payments, walk-in payments, and preparing receipts.
• Assist with document preparation, record maintenance, and correspondence related to code compliance activities.
• Must wear city-approved Personal Protective Equipment (PPE) when required for tasks assigned.
• Performs all other duties as assigned.

REQUIRED KNOWLEDGE AND SKILLS

• Basic/Advanced skills in Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Purchasing principles and practices.
• Customer service principles and practices.
• Effective oral and written communications.
• Ability to prioritize projects with strong attention to detail while meeting required deadlines.

PREFERRED KNOWLEDGE AND SKILLS

• Knowledge of municipal permitting processes.

PREFERRED SOFTWARE KNOWLEDGE AND SKILLS

• STW (or similar Utility Billing System)
  • Payment intake
  • Create reports
  • Utility account searches
• iWorQ
  • Permit management
  • Work orders
  • Mailings

REQUIRED EDUCATION, EXPERIENCE, AND LICENSES / CERTIFICATIONS

• High School Diploma or GED
• Valid Texas Class C Driver's License required

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed primarily in a traditional office environment. May be required to lift and carry items weighing up to 20 pounds. Regular and punctual attendance at the worksite is required for this position. May be requested to work special events and overtime including nights, weekends, and holidays as needed.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CONDITIONS OF EMPLOYMENT

• Must pass a pre-employment drug test.
• Must pass a driver's license check, criminal history background check, and social security number verification.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

The City of Haslet provides equal opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice.

ADA/EOE/ADEA