Job Description

CITY OF HIGHLAND HEIGHTS
An Equal Opportunity Employer

JOB TITLE: BUILDING DEPARTMENT ADMINISTRATIVE ASSISTANT

DEPARTMENT: BUILDING

PAY GRADE: HOURLY/NON-EXEMPT – $60,000 – $68,840

IMMEDIATE SUPERVISOR: BUILDING COMMISSIONER

JOB SUMMARY:

The Building Department Administrative Assistant provides administrative and clerical support to the Building Commissioner, Inspectors, and staff. This position is responsible for processing permits, contractor registrations, inspections, and departmental correspondence. The Administrative Assistant serves as the first point of contact for residents, contractors, and the general public, ensuring accurate information, courteous service, and efficient record management to support the overall operations of the Building Department.

QUALIFICATIONS:

• High school diploma or equivalent; post-secondary coursework in business/office administration preferred.
• Two or more years of experience in an administrative or municipal office setting.
• Knowledge of the CitizenServe system preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database management.
• Ability to read and process permits, building codes, and related documentation.
• Strong organizational and record-keeping skills with attention to detail.
• Excellent interpersonal and communication skills, with the ability to work professionally with the public and City staff.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

KEY ESSENTIAL FUNCTIONS:

Customer Service & Public Interaction

• Serve as primary contact for the Building Department, greeting visitors and answering telephone inquiries.
• Assist residents with permit questions, contractor information, and general building code guidance.
• Field complaints, log issues into the CitizenServe system, and track through resolution.
• Provide prompt and professional communication to residents, contractors, and City staff.

Permit & Inspection Processing

• Receive, process, and issue building, zoning, and right-of-way permits.
• Maintain and update permit and contractor registration databases.
• Collect fees, maintain petty cash, and ensure accurate reporting of all receipts to the Finance Department.
• Schedule inspections for building, plumbing, electrical, HVAC, fire, and other departmental needs.
• Enter inspection results and maintain accurate electronic records.
• Track deposits for permits and release once final approvals are complete.

Administrative & Clerical Duties

• Prepare correspondence, notices, memos, reports, and meeting materials for the Building Commissioner and Inspectors.
• Manage departmental files, construction plans, and records in compliance with the Ohio Municipal Records Program and retention schedules.
• Submit and maintain re-certification applications for staff.
• Prepare purchase orders, order supplies, and maintain office inventory.

Reporting & Compliance

• Prepare monthly and annual reports for:
  • Ohio Board of Building Standards (OBBS) assessments
  • U.S. Census Bureau construction reports
  • Cuyahoga County Fiscal Officer construction valuation
  • Certificates of occupancy (residential & commercial)
  • Building statistics on new construction and annual operational reports
• Support auditors during departmental audits and provide requested records.

Boards & Commissions Support

• Prepare, distribute, and maintain agendas, minutes, and materials for the Architectural Review Board.
• Provide administrative support for the Planning & Zoning Commission, including preparation of applications, agendas, and variance requests.

Other Duties

• Schedule dye test inspections with the Building and Service Departments and maintain related tracking spreadsheets.
• Assist with drainage and flooding complaint work orders in coordination with the Service Department.
• Perform additional administrative duties as assigned to support the Building Commissioner.

BENEFITS:

• Competitive salary
• Health insurance
• Dental insurance
• Life insurance
• OPERS (Ohio Public Employees Retirement System)
• Paid time off and holidays

To apply, please submit resume and cover letter to Micki Fioritto at mfioritto@highlandhts.com or by mail to:
5827 Highland Rd, Highland Heights, OH 44143

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