Office Manager

Under the general supervision of the City Administrator, the Office Manager for the Building Inspections Department provides administrative assistance and supervisory guidance for the Building Inspectors. This position requires attention to details to maintain accurate records and utilize permitting software; answering customer inquiries, and managing the office. Responsibilities include coordinating service requests for the Building Inspections Department and receiving appropriate permit fees and documents.

The Office Manager is required to exercise good judgement in administering administrative tasks and responsible for maintaining and improving upon the efficiency and effectiveness of all areas within their oversight.

• Analyzes departmental activities and procedures, while recommending and implementing improvements.
• Supervises the Building Inspections Department staff.
• Responds to complaints not resolved by Building Inspectors.
• Meets with and assists property owners, contractors, architects, and others in resolving code and ordinance problems.
• Identifies and coordinates training for Building Inspectors.
• Works with other departments pertaining to plan review and on-site construction issues.
• Answers phones; responds to questions and coordinates responses regarding building permits and processes; greets customers.
• Processes payments and manages outstanding permits.
• Receives and schedules building inspection requests.
• Manage permit files and permit database.
• Reviews building permits for completion and assists with permit issuance.
• Assists in maintaining and issuing various permits.
• Works safely, follows safe work practices, and identifies and reports unsafe work conditions.
• Develops monthly building statistics report.
• Performs other duties as required or assigned.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Associates degree in Construction Management, Business Administration, Public Administration, Organizational Management, or other related field.
• Two years of increasingly responsible administrative work experience.
• Valid driver’s license.
• Ability to create and maintain effective working relationships with peers, superiors, other City departments, vendors, contractors, external government agencies and organizations.
• Strong communication skills, both orally and in writing.

• Bachelor’s degree in construction management, Business Administration, Public Administration, Organizational Management, or other related field.
• Prior local government experience or construction services.
• Basic knowledge of office automation applications and equipment.
• Basic knowledge of bookkeeping.
• Two years of supervisory experience.
• Experience with ordinances and building code.
• Experience with code enforcement.

This position requires the incumbent to work in a fast-paced environment and demonstrates the ability to meet frequent deadlines. While performing the duties of this role, the incumbent must regularly sit and talk or hear. The incumbent is frequently required to use hands to touch, handle or feel. The incumbent is occasionally required to stand and walk. The incumbent may be required to occasionally perform a full range of motion with lifting and/or carrying items weighing up to 25 pounds.

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

Work is performed in a standard office environment. The noise level in the work environment is usually moderate, with interruptions during the day from the general public and sometimes to deal with citizens’ or contractors’ issues. Requires the operation of office computers including databases and the online permitting software, printer/copier, telephone, and other standard office equipment. The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position.