Administrative Assistant II/ Building Department

QUALIFICATIONS: An example of acceptable qualifications (at least one of the following):
− Completion of high school education or GED; and
− 2 - 3 years experience.
− Any combination of education, training and/or experience equivalent to the minimum
qualifications stated above.

LICENSURE OR CERTIFICATION REQUIREMENTS: Must possess and maintain a valid
State of Ohio vehicle operator's license, must be Notary Public or obtain commission within 6 months
of employment.

EQUIPMENT OPERATED: The following are examples only and are not intended to be all
inclusive:
personal computer, printers, copier, telephone, and other standard business office equipment, motor
vehicles, laminator, Microsoft Office, iWorQs, Beacon, Canva.

INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING
CONDITIONS:
The employee has exposure to potentially violent or emotionally distraught persons, crowds, uses or
works in proximity to the use of firearms.

Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is
considered light work.
JOB DESCRIPTION AND WORKER CHARACTERISTICS:

JOB DUTIES in order of importance

ESSENTIAL FUNCTIONS OF THE POSITION: For purposes of 42 USC 12101:

1. Manage permit processes by inputting data into iWorQs; send permits to Warren County Building
Department; contact contractors upon approval; schedule inspections; conduct research related to
permits; maintain records of permits and inspections; update files and purchase orders; perform
administrative duties related to permit management.

2. Provide customer service by answering phones; interact with residents and businesses to address
concerns; maintain records of interactions; conduct community correspondence; prepare and
maintain various legal documents; manage records of lawsuits, possible lawsuits, and claims against
the city.

3. Maintain administration and personnel files; prepare safety audits for all departments; ensure
compliance with safety standards; review and approve time records or reports; update and manage
records related to employee attendance and performance.

4. Meet all job safety requirements and all applicable safety standards that pertain to essential
functions; must demonstrate regular and predictable attendance; maintain required licenses and/or
certifications.

OTHER DUTIES AND RESPONSIBILITIES:
− Performs other related duties as required.

MINIMUM ACCEPTABLE CHARACTERISTICS: (*Indicates developed after employment)
KNOWLEDGE OF: basic accounting, goals and objectives, policies and procedures, Federal, state,
and local laws and/or regulations, public relations, media relations, office practices and procedures,
English grammar and spelling, records management, agency goals and objectives*, agency policies
and procedures.*

SKILL IN: data entry, computer operation, use of modern office equipment and software, critical
thinking, judgment and decision making.

ABILITY TO: define problems, collect data, establish facts, and draw valid conclusions, carry out
and interpret instructions, prepare routine correspondence, respond to routine inquiries from public
and/or officials, communicate effectively, perform basic accounting, copy material accurately and
recognize grammatical and spelling errors, maintain records according to established procedures,
develop and maintain effective working relationship, demonstrate professionalism, maintain
confidentiality, apply management principles to solve agency problems.*

Click here to access application: https://chambermaster.blob.core.windows.net/userfiles/UserFiles/chambers/2005/File/Application.pdf

Click here for job description and sign review: https://chambermaster.blob.core.windows.net/userfiles/UserFiles/chambers/2005/File/AdministrativeAssistantIIAdmin-Building.pdf

Applications can be dropped off at the Mayor’s office (130 N. High St., Hillsboro, OH 45133) or emailed to Megan Blackburn: mblackburn@hillsboroohio.net