Salary : $36,580.00 - $53,041.00 Annually
Location : Osage Beach, MO
Job Type: Full Time
Job Number: 2024.32
Department: Building Department
Opening Date: 10/02/2024
Closing Date: 11/2/2024 7:59 AM Central
Description Summary
General
A Building Department Secretary plays a key role in ensuring the smooth and efficient functioning of the Building Department by providing essential administrative support and maintaining organized records.
This position reports directly to the Building Official who may assign additional duties as required.
Supervision Received
The Building Department Secretary is responsible to and held accountable by the Building Official.
Supervision Exercised
Not Applicable
Examples of Essential Duties
The following examples are meant to be illustrative only and are not intended to be all-inclusive:Answer phones, respond to inquiries, and direct calls to the appropriate personnel.Manage departmental correspondence, emails, and other communications.Interact with the public, contractors, architects, and other stakeholders, providing information and assistance.Assist with the processing of permit applications and provide guidance on application requirements.Maintain accurate and organized records of building permits, inspections, and related documentation.Update and manage databases or filing systems to ensure easy retrieval of information.Prepare and process various documents, including permit applications, inspection reports, and correspondence.Assist in the preparation of meeting agendas, minutes, and other official documents.Schedule inspections and coordinate with inspectors, contractors, and property owners.Manage calendars for department staff, including scheduling meetings and appointments.Enter data into relevant databases or software systems to track building permits, inspections, and related activities.Ensure the accuracy and completeness of data entered.Assist in monitoring compliance with building codes, zoning regulations, and other applicable laws.Notify relevant parties of non-compliance issues and assist in resolving them.Process fees associated with building permits and inspections.Assist in tracking financial transactions and preparing reports as needed.Collaborate with other departments, agencies, and external organizations as necessary.Work closely with building inspectors, planners, and other staff to facilitate departmental activities.Utilize relevant software and technology tools for document management, data entry, and communication.Stay informed about updates to software systems used in the department. Job Requirements
Knowledge, Skills, and AbilitiesBasic knowledge and understanding of secretarial, clerical and/or office administration practices.Outstanding verbal, written, and interpersonal communication skills.Minimum QualificationsMinimum of 18 years of age.High School Diploma or equivalentSome experience in clerical/secretarial profession preferred.Knowledge and familiarity in Microsoft Office Suite of products.
or
Any combination of education, training, and/or experience which would qualify for the position as determined by the Department Manager and approved by the City Administrator.
Physical Requirements
While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to operate, lift, grasp, carries, pushes and pulls 25 pounds.
Specific vision abilities required include close vision and the ability to adjust focus.
The position requires ability to operate a keyboard and view computer screens for an extended period of time.
Sight, hearing, speech, frequent lateral mobility, lifting items above head, stooping and bending, mentally analyze a situation, solve problems, and make decisions under pressure in area of responsibility; may work a varied schedule including some evenings and weekends; may be subject to pre-employment drug testing; may be exposed to extreme weather conditions, dust and/or pollen.