Administrative Assistant II

Helena, City of•City-County Building - Helena, MT

About The Position

The Administrative Assistant II works alongside the Chief Building Official and supports the City of Helena’s Building Division and Community Development Director’s office. The position manages administrative, permitting, financial, and operational processes; coordinates with City departments and external stakeholders; handles confidential projects; and serves as a point of contact for contractors, architects, developers, residents, and other members of the public. The role supports building permit intake and processing, plan reviews, fee calculations and payments, inspection scheduling, project follow-up, financial and budget administration, recordkeeping, public information, and permit-system support. It also provides front-office assistance and may support claims and payroll as backup for the Community Development Department’s Administrative Assistant III.

Requirements

Equivalent to completion of the twelfth grade, supplemented by specialized courses in office practices, management, or business administration.
At least three years of increasingly responsible administrative assistant, office management, accounting, or related experience.
Knowledge of construction terminology and a basic understanding of currently adopted City and State building codes, ordinances, and rules.
Basic ability to read and understand blueprints, plans, and other construction documents.
Knowledge of accurate and complete recordkeeping, modern office practices and equipment, and basic accounting principles and procedures.
Intermediate knowledge of Microsoft Office Suite, including word processing, spreadsheets, and database operations.
Knowledge of permitting software such as TRAKiT or other relevant permitting software.
Intermediate mathematical principles and computations, and advanced principles of budget preparation and control.
Knowledge of electronic and hard-copy numerical, alphabetical, and subject-based filing systems and customer-service practices.
Ability to interpret regulations, policies, and procedures; exercise independent judgment; apply technical practices and precedents; and make decisions without immediate supervision.
Ability to organize office processes, handle multiple aspects of the position in a timely manner, and learn and apply policies, procedures, laws, codes, and regulations related to City programs and functions.
Ability to perform clerical work using sound judgment and initiative; respond to policy and procedure inquiries verbally and in writing; research and analyze information; and meet schedules and deadlines.
Clear and concise oral and written communication, including correct grammar, punctuation, vocabulary, and spelling.
Ability to establish and maintain positive working relationships.
Ability to work and maneuver in a standard office environment, including extended sitting and standing, limited bending and kneeling, and light lifting of packages and mail.
Valid driver’s license with an acceptable driving record at the time of hire, and ability to obtain a valid Montana driver’s license within six months of hire.

Nice To Haves

Experience in a building department or planning agency, including experience with permit processes and working with design professionals and the public.
ICC or equivalent Permit Technician certification.
Other relevant combinations of education and work experience may be evaluated individually.

Responsibilities

Assist outside agencies, contractors, architects, engineers, and the public with submitting complete building project documents, plans, and information.
Coordinate permit processing among City departments, outside agencies, professionals, contractors, developers, and the public.
Determine which projects or permit types require review and which can be processed or issued independently, using judgment and initiative.
Enter complete permit submittals into the permit software system and follow up with City departments to obtain review comments and approvals.
Calculate permit types and fees, collect payments, maintain accurate payment records, and ensure required fees and documents are in place before work begins.
Arrange pre-construction meetings and guide designers, contractors, and homeowners through inspection processes and project inquiries.
Verify that required permits are obtained before work begins or inspections are scheduled.
Plan, coordinate, schedule, and dispatch inspections with inspectors, City staff, contractors, and homeowners, including responses to complaints about unpermitted work or building safety issues.
Monitor project progress and follow up with superintendents or homeowners to ensure required inspections are obtained.
Confirm project completion and approved inspections, and prepare permits for the Chief Building Official’s signature on Certificates of Occupancy.
Respond to public, staff, and organizational information requests; research records; refer technical questions as appropriate; and follow up on inquiries.
Interpret applicable regulations, procedures, policies, rules, and precedents when responding to questions and complaints, and resolve concerns associated with the permitting process.
Compile, verify, and review forms and reports; maintain current physical and electronic records; and determine the completeness of applications, records, and files.
Collect, compile, and analyze information and prepare reports, manuals, articles, announcements, forms, and other informational materials.
Reconcile, post, and deposit permit payments; research payment discrepancies; monitor expenditures and fund balances; and prepare, review, and process budget claims.
Research and prepare invoices for outstanding permit fees, send delinquent notices, and assist City Attorney staff with collection of delinquent accounts deemed uncollectable.
Maintain the Building Division website and develop public information forms about current code requirements, policies, procedures, and ordinances.
Order and distribute supplies and forms; prepare purchase orders; procure equipment and services; and contact vendors and suppliers as needed.
Provide day-to-day front-office support to Building Division staff.
Provide administrative and training support for Tyler Technologies permitting software and assist with training new staff in the software system.
Provide backup support to the Community Development Department’s Administrative Assistant III for claims and payroll.
Perform work safely, participate in safety training, and promptly report unsafe conditions, work-related injuries or illnesses, and near misses.