Senior Office Assistant - Permits/Inspections

City of Pasadena • Pasadena, TX

6d

About The Position

The Senior Office Assistant performs a wide range of advanced clerical and administrative duties in support of construction-related permitting, inspections, registration, and licensing functions, including Business and Occupational License programs. This position serves as a lead administrative role within the department, providing guidance and coordination of daily clerical operations and assisting with oversight of assigned staff. Works under general supervision and exercises independent judgment within established policies, procedures, and regulatory guidelines. This position requires frequent interaction with the public, contractors, inspectors, and other City departments in a fast-paced environment.

Requirements

• Bachelor's degree from an accredited college or university or a minimum of six to eight (6-8) years of related administrative, secretarial, or clerical experience or an equivalent combination of education, training, and experience.
• Valid Texas Driver's License and a good driving record.

Nice To Haves

• Bilingual (English/Spanish).
• Previous experience in a construction, permitting, inspections, or municipal office environment.

Responsibilities

• Provides advanced clerical and administrative support for the Permits and Inspections Department.
• Answers, screens, and routes incoming telephone calls; responds to inquiries from the public, contractors, and City staff in a professional and courteous manner.
• Greets visitors and directs them to appropriate departments or personnel.
• Creates, maintains, and updates records related to permits, inspections, work orders, requisitions, correspondence, and departmental files.
• Prepares and maintains daily transaction reports for permits issued and fees collected.
• Compiles and completes monthly reports on building construction activity, permits issued, and revenues collected.
• Schedules inspection requests, prepares inspection worksheets, and coordinates with inspectors to ensure timely inspections.
• Assists with payroll processing and timekeeping documentation for departmental staff.
• Cross-trains in other departmental functions to ensure continuity of operations.
• Assists the Permit Coordinator with overall clerical supervision and coordination of daily office activities.
• Processes renewals and maintains records for contractor licenses, including Sign Contractor licenses.
• Coordinates and handles all correspondence and documentation for the Sign Variance Board.
• Processes and responds to open records requests related to permits and inspections in compliance with applicable regulations.
• Prepares and submits completed Mobile Home Reports to the State.
• Compiles and submits required monthly reports to the U.S. Census Bureau.
• Manages invoicing, payment processing, and documentation for Business and Occupational Licenses, including but not limited to: Car Dealer and Salesman Licenses, Alcoholic Beverage Licenses, Dance Hall and Dance Hall School Licenses, Coin-Operated Machine Licenses, Explosive Permits, Fire Alarm Permits, Game Room Licenses, House Mover Permits, Massage Therapy Licenses, Mobile Home Park Licenses, Vendor and Solicitor Licenses.
• Assists with annual Sign License renewals and annual Boiler License renewals.
• Ensures compliance with departmental policies, City ordinances, and applicable state and federal regulations.
• Maintains confidentiality of sensitive records and information.
• Must have and maintain, without interruption, all necessary licenses, certifications, clearances, and/or job requirements.
• Work the assigned schedule and comply with City timekeeping and attendance policy.

Benefits

• The City of Pasadena offers very generous benefits to all full-time employees .
• For example: Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month .
• The City has its own medical clinic staffed with a M.D. and two medical assistants.
• Employees and their covered dependents over the age of 5 can visit the clinic FREE OF CHARGE.
• Employees and their covered dependents also have access to Virtual Visits with a medical professional FREE OF CHARGE .
• The City offers college tuition reimbursement of up to $3,500 per year.
• As an employee, you will contribute a portion of your salary each pay-period towards your retirement and the City will match your contribution by 200% .
• Example, if you contribute $100, the City will contribute $200.
• Civilian employees accumulate vacation at the following rates: Less than 6 years of service - two weeks of vacation per year. From 6 to less than 11 years of service - three weeks of vacation per year. From 11 to less than 21 years of service – four weeks of vacation per year. From 21 to less than 26 years of service – five weeks of vacation per year. From 26 years of service and up – six weeks of vacation per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior