What are the responsibilities and job description for the Administrative Assistant position at City of Big Spring?
This position is responsible for issuing and collecting payments for building permits and electrical licenses, and performing other administrative and secretarial duties.Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge and skills. Factors such as regular attendance at the job not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities my include, but are not limited to, the following:
- Performs receptionist activities for Code Enforcement Department and Building Official, including answering the phone, directing inquiries to appropriate persons, and taking and relaying messages.
- Issues and collects payments for building permits, verifies that contractors possess the required licenses, enters permit data to the computer, and maintains files for issued permits.
- Issues and collects payments for electrical licenses, insures compliance with code and ordinances, enters data to the computer, and maintains licensure files.
- Takes requests for inspections and notifies the Building Inspector or Building Official of requested inspections; maintains calendar of inspections for Building Official.
- Processes purchases orders for Code Enforcement Department, including typing requisitions, obtaining purchase order numbers, coding and assigning account numbers, recording to appropriate budget, and maintaining files.
- Schedules meeting times, prepares and distributes the agenda of Zoning Board of Appeals,
- Board of Adjustments and Appeals, and Mechanical, Electrical and Plumbing Board. Attends these meetings, records and prepares minutes of the meeting.
- Answers radio calls and relays appropriate information.
- Schedules meetings, prepares reports, and monitors budgets for departments.
- Reviews all permits before submission to building official for approval.
- Maintains all department files.
- Researches and prepares reports as required.
- Receives code enforcement complaints from public and the City's website reporting system; monitors status of complaints and explains city codes to citizens.
- Prepares bi-weekly reports of permits issued.
- Serves as the City's liaison for annual event planning committees needing vendors including Pops in the Park.
- Performs other duties as assigned.
- High School diploma or GED.
- Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.
- Completion of a computer skills test PRIOR to submitting application. Applicants must submit results of Skills Testing with Application for Employment. Skills test can be taken at the Texas Workforce Commission located at Howard College, 1001 Birdwell Lane, Suite 106, Big Spring, Texas 79720 (next door to Howard Cottage day care).
- Possession of a valid Class C Texas driver's license.
- Credit checks will be conducted on all applicants under final consideration for this position.
- Knowledge of the building inspection, permit acquisition, and electrical licensure processes.
- Knowledge of city construction ordinances, standard building codes, and city, department and safety policies and procedures.
- Knowledge of modern office practices and procedures.
- Skill in basic bookkeeping.
- Skill in utilizing a personal computer and standard business software.
- Skill in operating such office equipment as a typewriter, copier, calculator, facsimile machine, and two-way radio.
- Skill in performing basic mathematical calculations.
- Skill in maintaining records and files.
- Skill in data entry.
- Skill in dealing with the public.
- Skill in interpersonal relations.
- Skill in oral and written communication
Salary : $38,569