Senior Office Assistant - Permits​/Inspections

Overview

The Senior Office Assistant performs advanced clerical and administrative duties in support of construction-related permitting, inspections, registration, and licensing functions within the Permits and Inspections Department. This is a lead administrative role providing guidance and coordination of daily clerical operations and oversight of assigned staff, in a fast-paced environment with frequent interaction with the public, contractors, inspectors, and City staff.

• Answer, screen, and route incoming telephone calls; respond to inquiries from the public, contractors, and City staff in a professional and courteous manner.
• Greet visitors and direct them to appropriate departments or personnel.
• Create, maintain, and update records related to permits, inspections, work orders, requisitions, correspondence, and departmental files.
• Prepare and maintain daily transaction reports for permits issued and fees collected; compile monthly reports on building activity, permits issued, and revenues.
• Schedule inspection requests, prepare inspection worksheets, and coordinate with inspectors to ensure timely inspections.
• Assist with payroll processing and timekeeping documentation for departmental staff.
• Cross-train in other departmental functions to ensure continuity of operations.
• Assist the Permit Coordinator with clerical supervision and coordination of daily office activities.
• Process renewals and maintain records for contractor licenses, including Sign Contractor licenses.
• Coordinate and handle all correspondence and documentation for the Sign Variance Board.
• Process and respond to open records requests related to permits and inspections in compliance with applicable regulations.
• Prepare and submit completed Mobile Home Reports to the State; compile and submit required monthly reports to the U.S. Census Bureau.
• Manage invoicing, payment processing, and documentation for Business and Occupational Licenses, including but not limited to:
  Car Dealer and Salesman Licenses, Alcoholic Beverage Licenses, Dance Hall and Dance Hall School Licenses, Coin-Operated Machine Licenses, Explosive Permits, Fire Alarm Permits, Game Room Licenses, House Mover Permits, Massage Therapy Licenses, Mobile Home Park Licenses, Vendor and Solicitor Licenses.
• Assist with annual Sign License renewals and annual Boiler License renewals.
• Ensure compliance with departmental policies, City ordinances, and applicable state and federal regulations; maintain confidentiality of sensitive records and information.
• Maintain necessary licenses, certifications, clearances, and/or job requirements; adhere to scheduled hours and City timekeeping/attendance policy.

• Bachelor's degree from an accredited college or university or a minimum of six to eight (6-8) years of related administrative, secretarial, or clerical experience or an equivalent combination of education, training, and experience.
• Valid Texas Driver's License and a good driving record.
• PREFERRED
  :
  Bilingual (English/Spanish).
• Previous experience in a construction, permitting, inspections, or municipal office environment.

• The City of Pasadena offers very generous benefits to all full-time employees
  . For example:
• Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month.
• The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic free of charge.
• Employees and their covered dependents also have access to Virtual Visits with a medical professional free of charge.
• The City offers college tuition reimbursement of up to $3,500 per year.
• As an employee, you will contribute a portion of your salary each pay-period toward your retirement and the City will match your contribution 200% (e.g., contribute $100, City contributes $200).
• Civilian employees accumulate
  
  Vacation at the following rates:
  • Less than 6 years of service - two weeks of vacation per year.
  • From 6 to less than 11 years of service - three weeks of vacation per year.
  • From 11 to less than 21 years of service - four weeks of vacation per year.
  • From 21 to less than 26 years of service - five weeks of vacation per year.
  • From 26 years of service and up - six weeks of vacation per year.

Salary: $18.55 per hour