Mayoral Building & Planning Administrative Specialist

Oklahoma Municipal League, Inc.; Warr Acres (OK); On-site; USD 28,929 - 35,817; Full time

Benefits offered by this job

Health insurance

Dental insurance

Retirement plan

Paid time off

Job summary

City of Warr Acres is seeking a Building, Code, Planning, and Mayoral Administrative Assistant in Warr Acres, OK. This role supports the mayor and city inspector in permitting, inspections, code enforcement, and planning functions.

The position handles permit intake, fee collection, recordkeeping, and coordination with multiple departments. Experience in municipal permitting and strong customer service skills are preferred.

Qualifications

• High School Diploma or GED required.
• Background in municipal building permitting preferred.
• Experience in customer service and clerical work.
• Any equivalent combination of education, training, and experience that provides the required knowledge and skills.

Responsibilities

• Issues license registrations for contractors who hold trade licenses with the city and state of Oklahoma.
• Permit Intake and Processing. Accepts, reviews, and verifies building and zoning permit applications for completeness and accuracy.
• Calculates, collects, and records permit fees, and maintains accurate cashiering records.
• Routes applications, plans and supporting documents to the building official and/or the city planner for review to disseminate to the appropriate departments.
• Tracks permit status and maintain logs of permit activity, including fees, valuations, review times, and conditions.
• Ensures compliance with local, state, and federal regulations when reviewing applications.
• Provides general information regarding building codes, zoning requirements and the permitting process.
• Assists applicants in completing forms and understanding required documentation.
• Responds to inquiries via phone, email, and in person.
• Maintains positive working relationships with contractors, developers, architects, engineers, designers, and the public.
• Maintains and updates permit files, inspection records, contractor registrations, and related documents.
• Inputs and manages data in permitting and inspection software systems.
• Prepares letters, memos, reports, and official correspondence related to permits and inspections.
• Ensures proper storage, retention, and retrieval of records in accordance with municipal policies.
• Operates scanner and plotter for plan retention and plan review.
• Processes contractor registrations and annual renewals for electricians, plumbers, HVAC contractors, roofers, and other licensed trades.
• Verifies licensing requirements and maintains up-to-date contractor records.
• Prepares permit packets, inspection schedules, and related documentation.
• Coordinates communication between applicants and inspectors.
• Assists with routing plans, assembling review packets, and preparing permits for issuance.
• Performs routine clerical tasks such as filing, scanning, copying, and data entry.
• Composes and edits correspondence, reports, and forms.
• Provides backup support to other administrative staff as needed.
• Takes the minutes at meetings or assists with special projects such as planning commission meetings, board of adjustment meetings, or city council meetings if needed.
• Prepares mailings for planning commission and city council meetings.

Skills

Customer service

Communication

Multitasking

Data entry

Excel

Permitting software

Education

High School Diploma or GED

Tools

MyGov

EnerGov

Accela

Job description

City of Warr Acres is seeking a Building, Code, Planning, and Mayoral Administrative Assistant in Warr Acres, OK. This role supports the mayor and city inspector in permitting, inspections, code enforcement, and planning functions.

The position handles permit intake, fee collection, recordkeeping, and coordination with multiple departments. Experience in municipal permitting and strong customer service skills are preferred.