Temporary Building Department Secretary

City of West Haven•West Haven, CT

14d

About The Position

This temporary position provides administrative and clerical support to the Building Department. It involves office, customer service, and permit-processing tasks that support daily department operations. The work requires strong organizational skills, attention to detail, and the ability to independently prioritize routine tasks. The role includes substantial interaction with the public, contractors, and internal staff and requires knowledge of office procedures, record-keeping practices, and basic bookkeeping. The position works under the general supervision of the Building Official and has no supervisory responsibilities. Work is performed primarily in a generally quiet office setting. The duties may be modified based on departmental needs, and this temporary job description does not constitute an employment contract.

Requirements

High school diploma.
At least three years of responsible clerical experience involving public contact, or an equivalent combination of education and experience.
Proficiency with standard office equipment and personal computers, including word processing and spreadsheet software.
Knowledge of general office procedures and basic bookkeeping practices.
Strong written and verbal communication skills.
Ability to establish and maintain effective working relationships with staff, outside agencies, contractors, and the public.

Nice To Haves

Coursework in business practices or computer technology.
Ability to learn procedures and regulations related to planning, zoning, and building activities.

Responsibilities

Schedule inspections for Building Department inspectors, contact contractors and homeowners, and maintain the inspection calendar.
Assist the public with routine permit applications and general inquiries, referring non-routine matters to the Building Official.
Collect permit fees, maintain daily records, prepare documentation, and submit payments to the Finance Department.
Compile statistics on permits issued and provide related information to the Building Official and other officials as needed.
Coordinate the building permit process with applicants, staff, and contractors, and track applications to support timely processing.
Prepare correspondence, documents, reports, and statistical summaries.
Maintain filing systems and departmental records.
Answer phone calls, provide routine procedural information, and direct callers appropriately.
Prepare and process field cards, forward relevant information to the Assessor’s Office, and enter permit information into the computer system.
Process Certificate of Occupancy documentation and route applications to appropriate staff for approval.
Receive property maintenance complaints, forward them to the Code Official, and prepare and mail written results when required.
Perform basic posting, tabulation, and record-keeping tasks.
Compose routine correspondence, manage incoming mail, and assist with general office operations.
Assist with departmental purchasing, including preparing purchase orders and payment vouchers.
Maintain account records, check and submit bills, and assist with budget-related tasks as needed.
Provide backup coverage for Planning and Development staff during absences.