Executive Assistant to the Building Commissioner

The City Code Enforcement Department is a vital municipal agency responsible for ensuring that building codes and regulations are properly enforced to maintain safety, legality, and structural integrity within the community. This department plays an essential role in overseeing building operations, code enforcement compliance, and administrative duties that support the overall efforts of municipal governance. The department operates with a focus on maintaining public safety standards, providing excellent customer service to citizens, and efficiently managing various clerical, fiscal, and administrative functions related to building inspections, condemnations, and permits. As part of a government entity, the department adheres to strict procedural guidelines and operates within the framework of municipal policies to ensure accountability and transparency in its operations.

The position of Executive Administrative Assistant to the Building Commissioner is a pivotal role within the Code Enforcement Department. This role offers confidential, executive-level support to the Building Commissioner, assisting with a broad range of vital clerical and administrative tasks that are crucial to daily operations. The Executive Administrative Assistant acts as a key intermediary in managing communication, scheduling, document preparation, and special assignments delegated by the Commissioner or their designee. Operating with minimal supervision, incumbents in this role are recognized as experts in administrative support, responsible for the accuracy and efficiency of both routine and complex non-routine duties. This position demands exceptional attention to detail, strong organizational skills, and the ability to analyze and resolve complex administrative issues. Responsibilities extend beyond typical clerical work to include supervisory duties overseeing clerical, fiscal, and accounting activities within the department, such as budgeting, payroll, purchasing, and personnel management.

The role requires proficiency in operating computerized systems like the Munis System and Accela Automation, utilized for code enforcement reporting, permit issuance, and other administrative functions integral to the department's performance. The Executive Administrative Assistant actively participates in shaping and implementing new administrative policies and procedures, ensuring operational improvements and adherence to municipal standards. Additionally, the individual supports the Commissioner in planning technological advancements and continuously develops the department's administrative capabilities. This position frequently involves collaboration with other municipal departments, coordination of meetings, preparation of bid proposals, purchasing contracts, and extensive public interaction through customer service. The incumbent is also responsible for managing personnel records, conducting interviews, and facilitating training for clerical staff. This comprehensive role demands expertise in municipal government functions, government purchasing, personnel, and accounting procedures, as well as excellent communication, organizational, and supervisory skills.