Administrative Assistant: Building Department (Job ID: 02-2026-02)

Position Summary:

The City of Independence's Building Department is looking for an Administrative Assistant to work full-time in the Building Department office. The Administrative Assistant plays a key role in the daily operations and mission of the City's Building Department as well as the overall mission of the City's government. From customer service, to troubleshooting and problem-solving, this individual will often be the main point of contact between the Building Department, residents, and the general public to facilitate a cohesive, productive, and efficient environment.

Duties and Responsibilities:

• Coordinate and communicate the day-to-day Building Department business with other City Departments as needed and/or required.
• Communicate daily, timely, professionally, and cordially with the City staff and members of the public.
• Provides general administrative support for all functions of the Building Department, including but not limited to permitting, contractor registrations, mailings, written memos, record maintenance, processing facility reservations and responding to phone calls, e-mails, and walk-in assistance requests from the public.
• Schedule and coordinate with City staff, other departments, and residents.
• Demonstrate continuous effort to improve operations, decrease turnaround time, streamline work processes, as well as triage issues, problems, and work order requests.
• Reviews and processes a variety of monthly invoices from vendors, contractors, and consultants for payment completion.
• Submits requisitions to the City's Finance Department for the issuance of Purchase Orders.
• Serves as the back-up to the Office Coordinator position in their physical absence.
• Troubleshoot problems and work to solve problems/issues reported by residents.
• Assists with applicable City boards and commission meetings as required/needed.
• Open to cross-train and work with the City's Engineering Department and other departments as needed.
• Perform other duties as assigned/needed.

Necessary Competencies:

• Excellent verbal and written communication skills,
• Customer service focus,
• Solves problems independently with direction commensurate with the task,
• Strong attention to detail,
• Works effectively with a team environment.
• Basic mathematics and accounting knowledge.
• Knowledge in the complete Microsoft Office Suite.

Requirements:

Experience:

• A minimum of 2-years' experience working in an administrative setting with front-facing customer service is required.
• Knowledge and/or experience in the City's housing inspection, code enforcement, facilities management, construction, or municipal services operations, are preferred.
• A minimum of 2-years' experience of standard office equipment is required.
• A minimum of 2-years' experience maintaining files and experience in record keeping is required.

Education:

• Either a High School Diploma or GED is required.
• An Associate's Degree or Bachelor's Degree is preferred.

Additional Requirements:

• Valid State of Ohio Driver's License in good standing is required.
• Must be a current City of Independence employee in good standing for at least twelve months at time of application.

Physical Demands:

• Ability to both stand and sit for extended periods of time,
• Ability to clearly and effectively communicate in-person, on the phone and in e-mail correspondence,
• Ability to multi-task in an office environment,
• Ability to lift up to twenty-five pounds occasionally.

Salary Information:

• The starting pay rate will be determined by the candidate's experience, education, and other applicable factors.
• This complete pay range for this non-exempt role is $12.00/hour (minimum) - $40.00/hour (maximum) in accordance with a Level 4 Non-Exempt role.

Application Process:

• Interested candidates must follow the application process through the City of Independence website.

Americans with Disabilities Act:

• The City of Independence is committed to providing reasonable accommodation(s) to qualified individuals with disabilities.

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The City of Independence is an Equal Opportunity Employer and does not discriminate against race, color, religion, sex, national origin, age, disability, or genetic information. This position is an "at will" position, and the successful candidate serves at the pleasure of the City of Independence, Ohio leadership.

https://www.independenceohio.org/departments/building/index.php