Temporary Building Department Secretary

City-of-West-Have; West Haven (CT); On-site; USD 42,000 - 54,000; Full time

Job summary

City of West Haven is seeking a Temporary Building Department Secretary to provide administrative and clerical support in the Building Department. The role requires strong organizational skills, attention to detail, and the ability to prioritize routine tasks while handling public interactions.

The position involves processing permits, collecting fees, maintaining records, coordinating inspections, and assisting with departmental purchasing and budget tasks.

Qualifications

• High school diploma required.
• Coursework in business practices or computer technology preferred.
• At least three years of responsible clerical experience involving public contact.

Responsibilities

• Schedule inspections for Building Department inspectors and coordinate calendar.
• Assist the public with routine permit applications and inquiries.
• Collect permit fees and maintain daily records; submit payments to Finance.
• Prepare correspondence, reports, and statistical summaries.
• Maintain filing systems and departmental records.
• Answer phones and provide routine information to callers.
• Assist with purchasing functions and payment vouchers.
• Support budget-related tasks as needed.
• Provide backup coverage for Planning and Development staff.

Skills

Office procedures

Public contact

Data entry

Word processing

Spreadsheet

Education

High school diploma

Business practices coursework

Tools

Personal computer

Typewriter

Calculator

Blueprint copier

Copier

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.

Temporary Building Department Secretary

2 days ago Requisition ID: 1793

Title: Temporary Building Department Secretary
Department: Building

General Description
This temporary position provides administrative and clerical support to the Building Department. The role involves a variety of office, customer service, and permit‑processing tasks necessary to support daily department operations. Work requires strong organizational skills, attention to detail, and the ability to independently prioritize routine tasks.

This temporary role involves substantial interaction with the public, contractors, and internal staff and requires knowledge of office procedures, record‑keeping practices, and basic bookkeeping.

Supervision Received
Works under the general supervision of the Building Official.

Supervision Exercised
None.

Essential Duties and Responsibilities

• Schedule inspections for Building Department inspectors, including contacting contractors and homeowners and maintaining the inspection calendar.
• Assist the public with routine permit applications and respond to general inquiries; refer non‑routine matters to the Building Official.
• Collect permit fees, maintain daily records, prepare documentation, and submit payments to the Finance Department.
• Compile statistics on permits issued and provide related information to the Building Official and other officials as needed.
• Coordinate the building permit process with applicants, staff, and contractors; track and monitor applications to ensure timely processing.
• Prepare correspondence, documents, reports, and statistical summaries.
• Maintain filing systems and departmental records.
• Answer phone calls, provide routine procedural information, and direct callers appropriately.
• Prepare and process field cards and forward relevant information to the Assessor’s Office; enter permit information into the computer system.
• Process Certificate of Occupancy documentation and route applications to appropriate staff for approval.
• Receive property maintenance complaints and forward them to the Code Official; prepare and mail written results when required.
• Perform basic posting, tabulation, and record‑keeping tasks.
• Compose routine correspondence, manage incoming mail, and assist with general office operations.
• Assist with departmental purchasing functions, including preparation of purchase orders and payment vouchers.
• Maintain account records, check and submit bills, and assist with budget‑related tasks as needed.
• Provide backup coverage for Planning and Development staff during absences.

Nonessential Duties
None.

Knowledge, Skills, and Abilities

• Proficiency with standard office equipment and personal computers, including word processing and spreadsheet software.
• Knowledge of general office procedures and basic bookkeeping practices.
• Ability to learn procedures and regulations related to planning, zoning, and building activities.
• Strong written and verbal communication skills.
• Ability to establish and maintain effective working relationships with staff, outside agencies, contractors, and the public.

Qualifications
High school diploma required. Coursework in business practices or computer technology preferred. At least three years of responsible clerical experience involving public contact, or an equivalent combination of education and experience.

Special Requirements
None.

Tools and Equipment Used
Personal computer, typewriter, calculator, blueprint copier, and copier.

Physical Demands

• Frequent sitting, talking, and listening.
• Occasional walking, reaching, and handling office materials.
• Occasional lifting of up to 10 pounds.
• Close vision and ability to adjust focus required.

Work Environment
Work is performed primarily in an office setting. Noise levels are generally quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

General Guidelines
The duties listed are intended to illustrate the work performed and may be modified based on departmental needs. This temporary job description does not constitute an employment contract.