Job Title: Administrative Assistant – Building Division

Duration: Approximately 7.5 months (Starting May 27, 2025)

Schedule:

• Monday – Thursday: 8:00 a.m. – 5:00 p.m.
• Friday: 7:30 a.m. – 4:30 p.m.

Position Overview:

We are seeking a detail-oriented and reliable Administrative Assistant to support the Building Division on a temporary basis for approximately 7.5 months. This role plays a vital part in maintaining accurate records, processing documentation, and delivering responsive customer service to both internal staff and the public.

Key Responsibilities:

• Retrieve finalized building plans, generate transmittal documents, and prepare plans for scanning pickup.
• Digitally scan and file permit documents using Laserfiche.
• Respond to incoming calls and emails in a professional and timely manner.
• Update and maintain forms, standards, and documents to ensure accuracy and compliance.
• Conduct record searches and fulfill Public Record Requests in accordance with legal and departmental guidelines.
• Process online submittals using the Symbium platform.
• Assist with document management, including purging outdated permit files from the system.

Qualifications:

• Previous administrative or clerical experience in a government, construction, or permitting office is preferred.
• Strong organizational skills and attention to detail.
• Comfortable handling confidential documents and managing multiple priorities.
• Proficiency with office software and document management systems (e.g., Laserfiche, Microsoft Office).
• Strong verbal and written communication skills.
• Experience with Symbium or similar online permitting tools is a plus.

Work Environment:

This is an in-office role working closely with the Building Division team. Candidates should be comfortable working in a fast-paced environment with regular public interaction and digital document handling.