Building Department Administrative Assistant
About The Position
Under the direct supervision of the Building Department Coordinator, the Building Department Administrative Assistant performs a variety of duties supporting the Building Department’s permit process, inspection scheduling, compliance, and documentation. This is a full-time position at 32 hours per week. The position involves assisting applicants and the public, managing permit applications and records, coordinating inspections, processing payments, preparing reports and correspondence, and supporting implementation of department procedures. The employee may attend meetings and communicate Township information to internal and external groups. Physical and communication requirements include handling and distributing documents, using a computer and standard office equipment, communicating in English, and attending required meetings in person. Reasonable accommodation may be made upon request for the described essential job functions.
Requirements
- High school graduate or equivalent.
- Meet prescribed typing and computer standards in effect at the time of hire.
- Ability to operate standard office equipment and software.
- Proficiency in Microsoft Office Suite.
- Strong interpersonal communication skills, both oral and written.
- Strong organizational and time-management skills, including the ability to prioritize tasks and handle multiple requests efficiently.
- Excellent written and verbal communication skills, including advanced proficiency in English grammar and legal writing.
- Attention to detail and the ability to manage complex files and deadlines independently.
- Ability to read and analyze correspondence, contracts, ordinances, reports, and other documents.
- Ability to communicate in English and perform the described duties involving document handling, computer use, typing, calls, scheduling, meetings, and communication with Township personnel and the public.
Responsibilities
- Greet visitors and applicants and respond to phone calls and emails about permit applications.
- Provide applicants with forms and explain application requirements, fees, timelines, and code or ordinance compliance; assist with completing forms when needed.
- Manage permit applications by checking for completeness, entering data into BS&A tracking, ensuring timely review, and issuing permits after approval.
- Follow up with applicants regarding approvals, denials, and required corrections.
- Schedule and coordinate inspections with trade inspectors and applicants.
- Coordinate with building, plumbing, mechanical, and electrical inspectors to address technical requirements.
- Develop reports tracking permits issued, fees collected, and outstanding applications.
- Assist with policy implementation, permit reviews, and updates to permit procedures or forms.
- Collect and record payments, issue receipts, and assist with daily, weekly, and monthly financial reporting.
- Maintain current permit files and records, including applications, plans, inspections, and certificates, using inspection tracking systems.
- Maintain current knowledge of applicable codes, ordinances, and fee schedules.
- Ensure compliance with Township and state codes and ordinances.
- Prepare correspondence, notices, and follow-up communications.
- Respond to general inquiries from the public, contractors, and other departments.
- Attend and assist at some meetings, provide and disseminate information on behalf of the Township, gather information, and communicate with boards, commissions, department heads, and others.
- Read, review, sort, distribute, and deliver correspondence and other documents; use a computer to research and write reports; make calls, schedule appointments, and type memorandums.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
