Administration Assistant - Building Services

Reporting to the Building Services Director, the Administration Assistant – Building Services is responsible for function as the primary administrative support for Building Services staff. The Administration Assistant – Building Services serves as the office receptionist, assisting residents, contractors, and guests either in person or over the phone, and performs various clerical duties to include processing permits, scheduling inspections, and collecting payments.

The Administration Assistant – Building Services works to ensure a friendly, welcoming, and consistently excellent standard of customer service for all Village residents and contractors.

• Serves as the office receptionist for the building services department, providing an excellent standard of customer service for all residents, contractors, and guests; greets phone calls, and answers questions as appropriate.
• Provides clerical and administrative assistance for Building Services staff
  • With the support of the Building Services Director prepares and distributes Architectural Review Commission and Board of Appeals agendas, drafts Architectural Review Commission and Board of Appeals minutes, and posts agendas and minutes to the Village website.
  • Serves as secretary for monthly Board of Appeals meetings.
  • Intake permits and processes permit payments; enter permit information into the access database; mail out approved permits.
  • Schedule inspections for the building services department.
  • Establishes, organizes, and manages Village permit filing system – both hard copy and electronic
  • Assists with researching property records and other open record requests for residents, contractors, and guests.
• Manages, operates, maintains, and orders office equipment, as assigned; maintains compliance with the office equipment budget.
• Other responsibilities and duties, as assigned.

• Exceptionally detail-oriented with a keen attention to detail; ability to maintain a high level of confidentiality
• Strong project management and organizational skills in which the ability to prioritize and manage multiple tasks/projects on time is essential
• Exceptional communication skills and the ability to communicate effectively with all stakeholders; excellent situational adaptability
• Exceptional interpersonal skills and ability to navigate organizations to build relationships and garner support; ability to work collaboratively with cross functional teams
• Ability to work independently and efficiently; exercise initiative, resourcefulness and good judgement

• Required
  • High School Diploma or GED
  • Two (2) or more years of experience in a related position
  • Highly proficient in the use of the Microsoft Office Suite of Products:
    Excel, PowerPoint, Word, Access, Outlook
• Preferred
  • Previous experience with a municipality
  • Bachelor’s degree

The position requires frequent sitting; sometimes walking, stooping, bending, periodic standing, and squatting. Frequently reaching in front of body and occasionally overhead including the infrequent lifting of up to 50 pounds. Continuously handling of objects and equipment using hand, wrist, and fingers simultaneously; frequently finger manipulation, use of keyboard, use of calculator, and writing. Talking and hearing ordinary conversation primarily in a moderately quiet environment including the use of a telephone.

The work environment can be described as that of a general office setting.

The above is intended to describe the general content of and requirements for the performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, martial or veteran status, sexual orientation, or any other legally protected status.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.