Administrative Assistance Planning & Zoning, Permitting & Licensing

Class Title: Administrative Assistant Planning & Zoning, Permitting & Licensing 

Salary: $19.00 - $30.00 Hourly dependent on qualifications, payable bi-weekly, plus a benefit package which includes health, dental, vision, life and disability coverage plus employee deferred compensation plan, vacation, and holidays. The City of Valley is an equal opportunity employer. 

Description 

Perform a variety of responsible, confidential and complex secretarial and administrative duties for the Building Inspector. Aids in the issuance of building permits and other matters; prepares correspondence regarding building and zoning code violations; and provides general and specific information and assistance to the public. 

Essential Functions 

Display honest, trustworthy, and ethical behavior when dealing with internal and external customers.  

Establish and maintain cooperative working relationships with those contacted in the course of work. 

Regular attendance that is punctual and dependable is required 

Screen calls, greets and screen visitors, and mail; perform duties as assigned for Building Inspector; respond to sensitive requests for information and assistance; provide general information and assistance to City staff and the public; research information. 

Provide secretarial/administrative support for the Building Inspector; aid in the preparation of various administrative reports; process and check reports for accuracy; send out reports as required. 

Process credit card payments for building permits, zoning, and subdivision applications and related fees. 

Compose and type correspondence regarding building code and zoning violations. Develop and maintain an effective and efficient office filing system. 

Assist Building Inspector and staff in handling sensitive and confidential matters. 

Assist customers with the building permit application process by making sure the correct information and documents are submitted for plan review. Receive and develop permit applications, review construction plans and specifications, evaluate and route for review and approvals. Issue all permits for the building and zoning, track the progress of the permit, issue occupancy certificates and close permits out when they are complete. 

Perform a wide variety of complex, responsible, and confidential duties for the Building Inspector; compose and prepare letters, memorandums, bid specifications, travel reimbursement requests, news articles and other material as required order and maintain office supplies as required; produce advertising or promotional materials as required. 

Maintain appointments, inspection and construction schedules and calendars; arrange meetings and conferences as required. 

Attend various meetings as requested; may serve as Secretary to a board or commission; prepare and compile the agenda and assemble background materials; transcribe minutes of the meetings, and perform related support services. 

Assist in preparing, coordinating and monitoring the assigned budget; compile annual budget requests for multiple divisions. 

Prepare monthly billing and collection for all building permits. Count and record revenues collected for the permits and fees. 

Prepare and issue annual licenses and registration of multiple types of contractors, along with collecting the license and registration fees. Maintain license, registration, and insurance for multiple types of contractors. 

Operate a variety of office equipment including a computer; perform routine maintenance on office equipment; input and retrieve data and test; organize and maintain computer information storage and filing. 

Work with contractors to schedule inspections, maintain calendars and schedules for all inspectors. 

Perform related duties as assigned. 

Knowledge, Skills and Abilities 

Strong verbal and written communication for effective interaction with city staff and public.  

Ability to maintain orderly documentation and filing systems to support efficient workflow. 

Precision in data entry and document management to minimize errors and ensure accuracy. 

Skill in prioritizing tasks and managing time effectively to meet deadlines consistently. 

Familiarity with office software such as Microsoft Word, Excel, and other relevant applications. 

Training, Education and Experience 

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain knowledge and abilities would be: 

Experience: 

Increasingly responsible secretarial, clerical and general office procedures experience is desirable. 

Training: