Building Inspections Administrative Coordinator

Building Inspections Administrative Coordinator

Job Summary

Develops, organizes, and performs a wide variety of responsible, confidential, and administrative tasks to ensure the department operates efficiently and effectively. Receives and responds to public inquiries or refers them to appropriate county staff. Provides administrative support to the Chief Building Official and Permit Manager and assists with handling citizen questions and complaints. Prepares monthly reports and oversees the department’s purchasing needs.

Essential Functions and Responsibilities

Provides administrative support to the Chief Building Officer and Permit Manager by assisting with the coordination, implementation, and maintenance of departmental goals, objectives, policies, and procedures.

Maintains departmental records, indexes, logs, and filing systems; reviews departmental procedures and policies and recommends improvements to reporting, recordkeeping, and operational workflows.

Conducts research, analyzes information, prepares statistical tables, and maintains a variety of monthly reports, including permitting activity and other required departmental reports and special projects.

Prepares, writes, and formats departmental correspondence, including letters, memos, forms, reports, contracts, bids, requisitions, purchase orders, newsletters, and other documents, and ensures accurate distribution and filing.

Assists in preparing the departmental operating budget; conducts financial analysis and provides recommendations regarding expenditure and budget control.

Provides administrative support to Building Inspectors by scheduling inspections, preparing inspection-related documents, maintaining tracking records, and offering general operational assistance to ensure efficient inspection activities.

Provides exceptional customer service to homeowners, contractors, developers, and the public by responding to inquiries regarding permitting processes, code requirements, open records requests, and inspection scheduling.

Assists customers with scheduling inspections and understanding required information, timelines, and procedures.

Collects permit and impact fees; prepares, reconciles, and balances daily receipts and deposits.

Inputs, updates, and retrieves permit data in permitting software; monitors application statuses and routes permits appropriately for review and approval.

Operates modern office equipment, including personal computers, permitting software, and other administrative technologies.

Performs other relevant work as assigned.

Regular and predictable attendance is required

Minimum Qualifications Required

Education and Experience:

High school diploma or GED required; supplemented by vocational, technical, or college-level coursework in business administration, public administration, construction, or a related field.

Five years of administrative and customer service experience, preferably in construction, building, engineering, permitting, or related fields.

Any equivalent combination of education and experience, which provides the minimum level of qualifications stated above.

Licenses and Certifications:

None.

Knowledge, Skills and Abilities:

Demonstrates advanced proficiency with computers and essential software systems, including permitting platforms, Microsoft Office applications, and County systems, with the ability to generate, interpret, and analyze complex data and reports.

Comprehensive knowledge of the operations, functions, and scope of authority of county departments, offices, and officials.

Thorough knowledge of office terminology, procedures, and equipment, as well as business mathematics and professional English usage.

Ability to compile, organize, prepare, and maintain a variety of records, reports, and information in accordance with departmental and government regulations.

Ability to communicate effectively and professionally with supervisors, coworkers, government officials, and the public, particularly in matters related to construction, permitting, and inspections.

Working knowledge of basic accounting principles and practices.

Ability to exercise independent judgment in routine situations and make sound decisions within established guidelines.

Ability to plan, organize, and prioritize daily assignments and work activities to meet deadlines.

Ability to interact with the public courteously, diplomatically, and with a service‑oriented approach.

Ability to communicate effectively both orally and in writing

ADA Minimum Requirements

Physical Ability:

Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements:

Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors:

Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all-inclusive, as it is intended to identify the major respon-sibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.