Administrative Assistant - Inspections

City-of-Woodbury-Minnesot; Minnesota; On-site; USD 24,000 - 33,000; Part time

Job summary

City of Woodbury is seeking an Administrative Assistant to handle building permits, inspections, and customer service. The role is part-time, 16 hours per week, with front-desk duties, permit processing, and cash handling.

Responsibilities include reviewing permit applications, scheduling inspections, assisting customers, maintaining records, and using Word, Excel, Outlook, Access, Adobe and OnBase.

Qualifications

• High school diploma or equivalent.
• One year of administrative assistant experience with high customer contact.
• Intermediate Microsoft Office skills.
• Type at least 55 words per minute.
• Ability to learn software applications quickly.

Responsibilities

• Review permit applications and plans for completeness.
• Process building permits and payments using permit software.
• Schedule inspections and respond to permit status questions.
• Assist customers at the counter, on the phone and via email.
• Maintain electronic documents and records.
• Operate office equipment and use Word, Excel, Outlook, Access, Adobe, OnBase.

Skills

Customer service

Interpersonal communication

Attention to detail

Multitasking

Cash handling

Microsoft Office

Education

High school diploma or equivalent

Post-secondary education in office management

Tools

Microsoft Word

Microsoft Excel

Outlook

Access

Permit Processing software

Adobe Acrobat

OnBase

Job description

SUMMARY

This position performs routine administrative functions related to building permits, inspections, and overall customer service. The Administrative Assistant is often the first point of contact for customers in person, over the phone, and via email, and as such must have strong interpersonal communication skills and a keen eye for detail.

This position will work 16 hours a week, Monday-Friday.

Hiring Range - $28.49 - $32.26 per hour

Full Salary Range - $28.49 - $39.87 per hour

ESSENTIAL DUTIES AND RESPONSIBILITIES

Receive and review online stand-alone permit applications:

• Review permit applications and plans for content, requirements, and completeness.
• Evaluate applications to determine if they can be immediately processed.
• Forward plans to the Building Inspectors for plan review as needed.
• Process building permits using Permit Processing software. Review supporting documentation, permit fee calculations and approvals for completeness and accuracy.
• Process payments for permits including credit cards, checks and cash payments, and perform daily balance and reconciliation of receipts.

Schedule inspections while considering permit status, order of inspections, and status of previous inspections. Answer general questions relating to status of permits, permit requirements, status of inspections results (pass/fail).

Assist customers at the counter, on the phone and via email, and answer questions related to the building permit process, when permits are required, what documents are required for the various types of permits, expiration of permits, permit fees, required inspections and other basic building code information.

Maintain all applications, blueprints, supporting documentation, and records through prompt, accurate and efficient electronic document management.

Operate and maintain various office machines, such as calculator, printer, multi-function copy/scanners and large format scanning equipment, to support the efforts of Community Development.

Performs routine functions utilizing Microsoft Word, Excel, Outlook, and Access, permitting software, Adobe, and OnBase document management software.

Fosters an inclusive work culture and advances the City’s diversity, equity, and inclusion goals.

Maintain and foster an environment, which facilitates the Exceeding Expectations (professional, responsive, leaders) philosophy of the City.

Performs other duties/projects as assigned or apparent.

KNOWLEDGE, SKILLS AND ABILITIES

Use knowledge base and resources to make informed decisions.

Analytical, and detailed thinking to ensure accurate information is received and processed.

Basic understanding of building construction.

Ability to work in a fast-paced environment and multi-task when required.

Ability to accurately handle cash, checks and credit cards.

Be able to read and understand correspondence, memoranda, and materials.

Must be able to effectively represent the organization, department, and administrative operations to management and the public.

Demonstrated effective written and oral communication skills.

Ability to make accurate arithmetic computations.

Skill in the use and care of calculator, personal computers, printers, and other office equipment, and working knowledge of computer software.

Must have the ability to accept criticism and/or discipline; must have tact and diplomacy; must be fair and unbiased; must strive to promote a cooperative atmosphere in the department; must have positive attitude.

Must have commitment to the organization; willingness to take initiative; dependability; maturity in relationships with others.

Must represent the organization to other agencies, staff, and citizens with a courteous, helpful, accurate and business-like attitude in all telephone and personal contact.

Must have ability to work effectively and respectfully with department heads, elected officials, staff, and other agencies. Ability to work as a team member.

Must be able to produce quality, accurate work. Must be able to utilize work time properly and productively. Must have the ability to handle detail, meet deadlines and follow through in the completion of projects.

Must have sound working knowledge of position principles, procedures, techniques, and equipment.

Ability to utilize computer technology in a Windows environment.

Strong organizational skills and the ability to accurately record documents, publications, and various records for official purposes.

Ability to perform, research, assemble information and prepare reports and studies.

Ability to work effectively under pressure and to competently handle a number of different tasks in a single period of time.

Ability to plan and perform duties with only general minimum supervision.

Must be able to perform all essential position functions under the working conditions as described.

Ability to work evenings and weekends. Ability to serve "on call" duty assignments.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.
• One year experience in a responsible Administrative Assistant role with high customer contact.
• Intermediate level of ability in Microsoft Office products.
• Ability to learn software applications quickly.
• Ability to type 55 words per minute.

PREFERRED QUALIFICATIONS

• Post-secondary education in office management, office procedures or related education.
• Office experience with an inspection, architectural, engineering or construction company.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand for long periods of time while operating office machines. The employee must also sit and talk or hear for extended periods of time. The employee is required to handle or feel objects, tools, or controls, and reach with hands and arms for a majority of the work time.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally operate a motorized vehicle.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is quiet to moderately noisy.