HomeMy WebLinkAboutDepartment Aide Building Dept Job Description 11 04 24CITY OF MONROE
JOB DESCRIPTION
DEPARTMENTAL AIDE BUILDING DEPT.
Supervised By: Building Official and Zoning Administrator
Supervises: No supervisory responsibilities
Position Summary:
Under the supervision of the Building Official and Zoning Administrator, functions as administrative aide
for the Building Department. Performs the full range of office duties associated with permit application,
inspection scheduling, records management and public assistance, while performing additional tasks
pertaining to payroll administration, budget monitoring, cash receipting, maintenance of escrow
accounts and workload and statistical reporting.
Essential Duties and Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions.
These examples do not include all of the duties which the employee may be expected to perform. To
perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1. Functions as department clerk. Performs clerical and secretarial duties as well as more complex
administrative tasks.
2. Issues various permits, rental registrations, Certificates of Occupancy and other official
documents related to property use and building and construction activities. Ensures proper
paperwork and forms are complete.
3. Responds to inquiries from the public, contractors, and other parties regarding building and code
issues. Answers phones, responds to walk-in requests, and otherwise facilitates the building and
code compliance process by providing information and guidance on various requirements and
procedures.
4. Maintains a comprehensive record-keeping system for building and code enforcement
documents. Implements systems to maintain an effective document retention program and
coordinates files with courts, attorneys, and other parties.
5. Assists building, trade, and specialty inspectors in coordinating inspections, maintaining
schedules, processing paperwork and reports, typing, data entry, and other clerical support
functions.
6. Maintains full accounting of fees and payments resulting from inspections, permits, and other
departmental activities. Maintains escrow accounts and coordinates the proper recording,
handling, and transfer of monies with the Finance Department. Works with Finance personnel to
process department invoices for services completed.
7. Performs research, accesses information, enters and compiles data, and generates reports.
Prepares monthly, year-end, and other statistical reports.
8. Maintains departmental payroll, time accruals, and schedules. Monitors budget activity and
prepares related reports for review.
9. Assures that required notices related to building, zoning, and code enforcement activities are
consistently published, posted, or mailed.
10. Interacts with other Departments, such as Assessing, Water, or Fire. Assures that relevant building
information is consistently provided, and devises methods for new or upgraded data transfer.
11. Provides administrative and secretarial support to the Zoning Board of Appeals, Construction
Board of Appeals, and other Boards and Commissions as assigned. Compiles information in
preparation for meetings, submits notifications to the newspaper, types agendas, notifies
neighbors within a defined area of the property being discussed, assembles meeting packets for
commissioners, attends meetings, and records and files minutes.
12. Performs related work as required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities, and minimum
qualifications necessary to perform the essential functions of the position. Reasonable accommodations
may be made to enable individuals with disabilities to perform the job.
Requirements include the following:
• A high school diploma or GED supplemented by specialized vocational training in secretarial
science, office management, or a
preferred.
• Three years of administrative secretary experience.
• Minimum score of 70% on the City of Monroe aptitude examination.
• Thorough knowledge of modern office procedures and practices, and skill in applying them.
• Good knowledge of the structure, policies, procedures, and regulations of municipal government.
• Skill in providing administrative support to municipal activities.
• Skill in the use of office equipment and technology, including Microsoft Suite applications and
software specific to the department; and the ability to master new technologies.
• Skill in maintaining a comprehensive filing system and in retrieving a variety of information and
data, including sensitive information requiring confidentiality and discretion.
• Ability to apply basic mathematics with accuracy and develop a working knowledge of municipal
budgeting and basic accounting.
• Ability to type and enter data rapidly and accurately.
• Ability to establish effective working relationships and use good judgement, initiative and
resourcefulness when dealing with the public, community leaders, and other employees.
• Ability to understand and follow complex oral and written instructions, and carry them out
independently.
• Ability to effectively communicate and present ideas and concepts orally and in writing.
• Ability to critically assess situations and solve problems, maintain confidentiality, and work
effectively under stress, within deadlines, and changes in work priorities.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of the job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in person and
by telephone, read regular and small print, view and produce written and electronic documents and
enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office
setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms.
The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be
made, if needed, for office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is quiet and
sometimes moderate.
Reviewed November 4, 2024