Building Department Administrative Assistant

Oshtemo Charter Township; Doughertys Corners (MI); On-site; USD 27,000 - 31,000; Full time

Job summary

Oshtemo Charter Township Building Department is seeking a Building Department Administrative Assistant to support permit processing, inspection scheduling, and documentation management under the Building Department Coordinator.

The role requires full-time work at 32 hours per week, strong data entry in BS&A, and excellent English communication. Candidates should be detail-oriented with solid organizational skills and familiarity with township and state codes.

Qualifications

• High School graduate or equivalent.
• Proficiency in Microsoft Office Suite.
• Strong interpersonal communication skills, both oral and written.
• Detail oriented with strong organization skills with the ability to prioritize and handle multiple requests efficiently.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills, including advanced proficiency in English grammar and legal writing.
• Detail-oriented with the ability to manage complex files and deadlines independently.

Responsibilities

• Greet visitors and applicants, answer phone calls and emails regarding permit applications.
• Provide applicants with required forms/ applications, explain requirements, fees, timelines and code/ordinance compliance. Assist applicant with form completion when needed.
• Manage permit application process by verifying application completion, entering data into BS&A tracking, ensuring timely review and issuing permits upon approval.
• Follow up with applicant throughout the permit approval process with updates regarding approvals, denials, or corrections required. Schedule and coordinate inspections with trade inspectors and applicants.
• Coordinate with building, plumbing, mechanical, electrical inspectors, to ensure technical requirements are addressed.
• Develop reports to track permits issued, fees collected, and outstanding applications.
• Assist in policy implementation, permit reviews and updates to permit procedures or forms.
• Collect and record payments, issue receipts and assist with daily/weekly/monthly financial reporting.
• Maintain up to date file management/ recordkeeping for permits, applications, plans, inspections, certificate while utilizing inspection tracking systems.
• Maintain current knowledge of relevant codes, ordinances, and fee schedules.
• Ensure compliance with township and state codes/ordinances.
• Prepare correspondence, notices, and follow-up communications.
• Respond to general inquiries from the public, contractors, and other departments.

Skills

Interpersonal communication

Organization

Time management

Attention to detail

English grammar

Legal writing

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Building Department Administrative Assistant

Building Department Full Time Clerical Kalamazoo, MI, US

Salary Range: $19.80 To $22.40 Hourly

**This position is full time at 32 hours per week** General Summary:

Under the direct supervision of the Building Department Coordinator, the Building Department Administrative Assistant performs a variety of duties to support the Building Department in relation to managing the permit process, scheduling inspections, ensuring compliance and maintaining documentation.

Essential Job Functions:

Physical requirements described herein are representative of those requirements which must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodation may be made upon request to enable an individual with a disability to perform these essential job functions. The employee must be able to read and analyze correspondence, contracts, ordinances, reports, etc. This requires the ability to open and sort the mail, review and sort documents and distribute documents which requires the employee to be able to lift, move and manipulate such items, and to deliver such documents to office personnel. The employee must be able to exercise reasonably proficient typing skills. In addition, the employee must have the necessary dexterity to operate a computer to research and write reports. To perform these functions, the employee must be able to read and speak English and communicate with others, including the ability to type, make calls, schedule appointments, and type memorandums. Will be required to attend and assist at some meetings to provide, as well as disseminate information on behalf of the Township to interface with those inside and outside the office. This will require the employee to physically attend all the required meetings, be prepared to speak in English to those persons in attendance, to gather information and communicate to the various boards and commissions on Township positions. The employee may also be required to assist Township departments orally and in writing and be able to physically meet with various Department Heads to assist in that regard.

Typical Responsibilities:

• Greet visitors and applicants, answer phone calls and emails regarding permit applications.
• Provide applicants with required forms/ applications, explain requirements, fees, timelines and code/ordinance compliance. Assist applicant with form completion when needed.
• Manage permit application process by verifying application completion, entering data into BS&A tracking, ensuring timely review and issuing permits upon approval.
• Follow up with applicant throughout the permit approval process with updates regarding approvals, denials, or corrections required.Schedule and coordinate inspections with trade inspectors and applicants.
• Coordinate with building, plumbing, mechanical, electrical inspectors, to ensure technical requirements are addressed.
• Develop reports to track permits issued, fees collected, and outstanding applications.
• Assist in policy implementation, permit reviews and updates to permit procedures or forms.
• Collect and record payments, issue receipts and assist with daily/weekly/monthly financial reporting.
• Maintain up to date file management/ recordkeeping for permits, applications, plans, inspections, certificate while utilizing inspection tracking systems.
• Maintain current knowledge of relevant codes, ordinances, and fee schedules.
• Ensure compliance with township and state codes/ordinances.
• Prepare correspondence, notices, and follow-up communications.
• Respond to general inquiries from the public, contractors, and other departments.

The above statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all duties performed.

Required Qualifications:

• EDUCATION: High School graduate or equivalent.
• Must be able to meet prescribed typing and computer standards in effect at the time of hire as well as operate all standard office equipment and software.
• Proficiency in Microsoft Office Suite is required.
• Strong interpersonal communication skills, both oral and written.
• Detail oriented with strong organization skills with the ability to prioritize and handle multiple requests efficiently.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills, including advanced proficiency in English grammar and legal writing.
• Detail-oriented with the ability to manage complex files and deadlines independently.

These qualifications represent guidelines; alternative qualifications may be substituted if sufficient to perform duties required by position.