BUILDING INSPECTIONS ADMINISTRATIVE ASSISTANT

Description

The primary responsibility of this position is to provide high-quality customer service to both internal and external customers. The role involves greeting and responding to inquiries from citizens, contractors, developers, design professionals, and other departments via telephone, email, or in person. The employee will screen inquiries for multiple departments and must possess a fundamental understanding of Municipal Codes and applicable building codes to educate and inform customers. Strong multi-tasking skills and a commitment to excellent customer service are essential.

Essential Duties

Inspection and Compliance Support

• Assists Inspection Staff as needed in scheduling inspections for residential, commercial, industrial, and public facilities to ensure compliance with building, plumbing, electrical, mechanical, and fire codes.
• Enters and tracks warnings and stop work orders, when necessary and authorized by the Chief Building Official, for construction activities not in compliance with building regulations.
• Maintains accurate inspection records, red tags, correction notices, and prepares related monthly reports.

• Issues and organizes residential and commercial building, plumbing, electrical, and mechanical permits on a daily basis.
• Interacts with the public, contractors, developers, and design professionals, responding to permit-related inquiries.
• Processes and tracks requests for public records under the Inspection of Public Records Act (IPRA).
• Generates reports, including letters, memos, affidavits, and other documentation as needed.

• Maintains and updates accurate records for red tags, condemnations, permits, and other permit-related documentation, including fireworks permits.
• Prepares notices, coordinates title searches, and manages the red tag and condemnation process.
• Collaborates with the City Clerk’s Office to schedule inspections for business registrations.
• Assists in the budget process for the Building Safety & Permitting Division, including preparing purchase orders, processing invoices, and managing payroll timekeeping.
• Assists with payroll and performs timekeeper duties related to correction, time off request, review and approvals
• Prepares and processes check requests for division reimbursements and maintains financial records as required.

Minimum Qualifications

Education and Experience:
High School diploma or G.E.D required. One year experience in administrative work preferred. Working knowledge of data processing and permitting procedures preferred. Oral and written communications preferred. Bi-lingual preferred.

Knowledge, Skills, and Abilities:
Knowledge of Standard Microsoft Software & City Permitting / Financial Software (Munis-Tyler).
Ability to deal with public relation issue and various types of citizen inquiries tactfully, courteously and in a professional manner.
Ability to establish and maintain effective working relationship with the general public, supervisor and co-workers and other city departments.
Ability to read and interpret documents such as safety rules, city policy procedures and City Code.
Ability to perform work that is routine and detailed.
Ability to speak and write clearly and accurately.
Ability to follow instructions orally or in written form and perform tasks with little or no supervision.
Ability to perform duties with a high degree of attention to detail with a high degree of accuracy in a very busy office environment. Ability to handle multiple-tasking duties with confidence and ease.

LICENSING ANDCERTIFICATIONS
Valid state issued driver’s license.
Notary public certification or ability to obtain within 6 months.

Physical Demands & Work Environment

PHYSICALDEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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 frequently required to sit, stand, talk and hear. The employee is occasionally required to reach with hands and arms from a standing position. Employee may occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is relatively active.

• The City of Hobbs will provide 80% to 90% Heath Insurance Coverage from Single to Family coverage.
• Employees are eligible for 100% short-term disability coverage provided by the City of Hobbs.
• Employer PERA contributions 14.8% for general, 28.775% for HPD, 30.9% for HFD.
• CDL pay - $6,000 per year (if applicable).
• PTO accruals start at 12 hours per month (144 hours per year) and progressively increase based on years of service to 20 hours per month (240 hours per year) at year 21.
• Bilingual Pay - $1,500 dollar incentive per year upon completion of yearly proficiency test.
• Education Incentive - ($1,000, $4,000, $6,000 dollars - Associates, Bachelor's, Masters; degree must be relevant to position and above the current minimum requirements of the held position).
• Longevity Pay - Begins at the completion of 10 years of service. Gradually increased.
• Retention Incentive - $600 incentive yearly with years 1-9 of completed service
• 13 Paid Holidays.
• Bereavement Leave - 5 days per calendar year per personnel rules guidelines.
• Military Leave - (120 hours per year for general, 183.75 per year for HPD, 360 hours per year for HFD).