Secretary - Building Commission

East Chicago; East Chicago (IN); On-site; USD 36,000 - 52,000; Full time

Job summary

The City of East Chicago is seeking an organized, detail-oriented Secretary for the Building Department to provide administrative support, handle permit processes, coordinate inspections, and assist residents and contractors.

The position emphasizes accuracy, confidentiality, and compliance with SBOA requirements, with duties including records management and daily departmental operations.

Qualifications

• High school diploma or GED.
• 1 year of administrative, clerical, secretarial, or customer service experience preferred.
• Experience in municipal government, permitting, or building department operations preferred.
• Proficiency with computers, Microsoft Office applications, and electronic recordkeeping systems.
• Ability to complete required City training.

Responsibilities

• Provide administrative and clerical support to the Building Commissioner and departmental staff.
• Answer telephone calls, assist visitors, and respond to general inquiries.
• Receive and process building permit applications and contractor documentation.
• Coordinate inspection schedules and maintain accurate departmental records.
• Prepare correspondence, reports, notices, and departmental documents.
• Assist with fee records, receipts, and financial documentation in accordance with City policies and SBOA internal controls.
• Maintain confidentiality and comply with applicable public records and retention requirements.

Skills

Administrative support

Customer service

Microsoft Office

Recordkeeping

Data entry

Confidentiality

Education

High school diploma or GED

Tools

Municipal permitting software

Job description

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"Serve the Community. Support City Operations. Make a Difference."

The City of East Chicago is seeking an organized, detail-oriented, and customer-focused individual to serve as Secretary in the Building Department. This position provides administrative support, assists residents and contractors, maintains departmental records, and supports daily building and permitting operations.

Position: Secretary – Building Department
Department: Building Department
Employment Status: Full-Time
FLSA Classification: Non-Exempt
Reports To: Building Commissioner or Designee

Salary: Based on qualifications and experience, within the approved salary range.

POSITION SUMMARY

The Secretary – Building Department provides administrative, clerical, and customer service support to the Building Commissioner and designated departmental personnel. This position is responsible for maintaining accurate departmental records, processing permit applications, coordinating inspection schedules, assisting residents and contractors, preparing correspondence, and supporting daily departmental operations.

The position serves as a primary point of contact for the public and assists in ensuring that departmental activities are conducted efficiently, professionally, and in accordance with applicable federal, state, and local laws, City policies, and Indiana State Board of Accounts (SBOA) requirements.

The Secretary is expected to exercise discretion, maintain confidentiality, demonstrate attention to detail, and ensure the accuracy and integrity of departmental records and transactions.

Primary Responsibilities

• Provide administrative and clerical support to the Building Commissioner and departmental staff.
• Answer telephone calls, assist visitors, and respond to general inquiries.
• Receive and process building permit applications and contractor documentation.
• Coordinate inspection schedules and maintain accurate departmental records.
• Prepare correspondence, reports, notices, and departmental documents.
• Assist with fee records, receipts, and financial documentation in accordance with City policies and SBOA internal controls.
• Maintain confidentiality and comply with applicable public records and retention requirements.

Minimum Qualifications

• High school diploma or GED required.
• One (1) year of administrative, clerical, secretarial, or customer service experience preferred.
• Experience in municipal government, permitting, or building department operations preferred.
• Proficiency with computers, Microsoft Office applications, and electronic recordkeeping systems.
• Ability to complete required City training.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of general office procedures, recordkeeping, and administrative practices.
• Strong organizational, communication, and customer service skills.
• Proficiency in data entry, document preparation, and basic calculations.
• Ability to maintain accurate records and handle confidential information.
• Ability to prioritize assignments, meet deadlines, and work effectively with employees and the public.
• Ability to learn municipal permitting procedures and departmental software.

Required Training

Successful candidates must complete assigned City training, including internal controls, confidentiality, records management, and applicable departmental procedures.

Important Information About This Posting

• This posting summarizes the position's primary duties and qualifications. The complete job description is available on the City's website, upon request, and during the interview process.

Equal Employment Opportunity & Reasonable Accommodation

The City of East Chicago does not discriminate in its employment decisions based on race, color, religion, gender, age, genetic information, disability, national origin, ancestry, veteran status, or any other characteristic protected by law.