APPLICATION DEADLINE: June 18, 2026
Assists the management team and performs a variety of clerical functions. Coordinates building inspector communication, provides general secretarial/administrative support to the Chief Building Official and building inspectors. Interacts with the public, and responds to public inquiries about regulations, codes, and specifications when possible. Processes and issues building related permits.
Job Description/ Essential Duties
These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.
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Processes building permit, business license, and special event license applications by entering them in the databases, routing them to appropriate staff for review, and issuing permits to customer.
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Receives and reviews applications, plans, and other construction documents, to determine sufficiency of submittals; advises applicants on requirements for complete submittals.
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Responds to inquiries of developers, architects, designers, consultants and property owners by providing information related to permit procedures and policies via appropriate means of communication: electronic, verbally or in person.
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Assists with various administrative tasks by scheduling inspections, scheduling meetings, filing permits and applications, performing data entry, and assisting customers at the counter and over the telephone.
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Provides coordination support with personnel in the building inspection functions to maintain project continuity.
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Assists building inspectors with office support on a frequent basis; provides support to other city departments as necessary.
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Provides office support for planning staff in absence of permit and licensing technician.
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Performs other related duties as required or assigned.
Minimum Required Qualifications (Education, Experience and Training)
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Graduation from high school or GED equivalent; and
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At least two years’ work experience in an office environment, with emphasis on data entry and administrative assistant duties; and
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Demonstrated proficiency in the use of Microsoft Office software products; or
- Any equivalent combination of knowledge, skills, and abilities necessary to perform the work may be considered.
Preferred Qualifications
- Two (2) years’ experience in the private development or municipal permitting process, including utilization of permitting software; and
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Familiarity with the principles, practices and techniques of building permit and land use processing or any other work which requires knowledge of a specific vocational, administrative, or technical nature.
Special Requirements/Licenses or Certificates
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Must possess the International Code Council Permit Tech Certification or have the ability to obtain within one (1) year of hire (the City will assist with this process.)
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Must possess a valid driver’s license and have the ability to obtain a Montana driver’s license within 60 days of employment.
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Offers of employment are conditional upon satisfactory completion of a pre-employment background check, and reference checks.
Essential Knowledge, Skills and Abilities Related to this Position:
The successful candidate will possess:
Knowledge of:
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Operational characteristics, principles, practices, services and activities of a comprehensive building inspection and plans examination program and scheduling of inspections.
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Modern office practices, methods, and the use of computer equipment knowledge and skills.
Skill or ability to:
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Interpret building inspection policies and procedures to contractors, homeowners and the general public and apply the policies, procedures, laws and regulations pertaining to assigned programs and functions.
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Good customer service skills are a must.
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Must speak English and have a good command of English grammar and spelling.
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Prepare and maintain accurate and complete records.
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Prepare clear and concise administrative, financial, and other relevant reports, including letters.
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Strong computer skills including Microsoft Office Suite (Excel and Word) and the ability to learn and utilize various software and databases.
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Ability to operate computer systems effectively.
- Ability to write and present clear and concise administrative reports.
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Ability to interpret and apply Federal, State, and local policies, procedures, laws, and regulations as they relate to the position.
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Ability to exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
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Ability to communicate clearly and concisely, both orally and in writing.
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Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Supervision Received
Works under the general supervision of the Chief Building Official or as assigned.
Supervision Exercised
None.
Operates modern office machines and equipment, including personal computers, printers, copiers, scanners, telephone system and calculators. Must be able to routinely use a full range of software applications, including word processing, spreadsheets, and a variety of standard or customized software applications appropriate to assigned tasks.
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
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Duties are performed in an office-type environment.
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The noise level ranges from quiet to moderate.
- Requires regular and punctual attendance and reports to work fit for duty.
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Duties require extended periods of sitting, walking, standing, talking, or hearing, keyboarding, reaching with hands and arms, and using hands to finger, handle or feel.
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Duties require occasional climbing or balancing, lifting/carrying items, pulling/pushing items, and stooping, kneeling, crouching, or crawling.
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Hazards are minor and controllable but can include cramped quarters, human error, angry/hostile humans, or exposure to a variety of outdoor weather conditions.
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Ability to perform body movements applicable to records management in an office environment.
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Possession of hand/eye coordination adequate to operate a computer and calculator.
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Have the ability to talk and hear in person and by telephone; see and read instructions, spreadsheets, reference materials, and computer reports.
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Reading materials and verbal instructions require complex interpretation.
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Ability to lift 10 pounds on a routine basis and up to 50 pounds on an infrequent basis.
Behavioral Expectations
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Employee treats all customers and coworkers with respect, dignity, and honesty and manages relationships and communications in a way that promotes the interests of all parties.
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Employee works through adversity in a productive and positive manner.
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Employee shows nonjudgmental respect for all other’s perspectives.
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Employee appreciates the uniqueness, commonalities, and value of others.
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Employee maintains an appropriate level of transparency in their work and interactions with others.
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Employee stops disparaging remarks about others and does not participate in these remarks in front of the public or during work time.
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Employee does not hinder, obstruct, or interfere with the work of other employees.
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Employee does not show poor attitude (for example, rudeness or lack of cooperation) with others or supervisors by failing to perform reasonable requests, being insubordinate, or refusing to comply with instruction given.
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Employee does not abuse the use of materials, time, equipment, or property of the City.
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Employee’s performance does not fall below average in quantity or quality in relation to the requirements of the job.
Safety Related Duties
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Follow the City’s and department’s work practices.
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Report occupational injuries, illnesses, and near misses immediately to Supervisor.
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Follow supervisor instructions for obtaining first aid or medical attention.
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Participate in accident investigations as required.
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Participate in safety training.
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Suggest improvements in safety training requirements or programs to Supervisor.
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Identify unsafe work conditions and unsafe practices. Correct hazards or report them to Supervisor as appropriate.
The specific statements shown in each section of this position description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully, with or without reasonable accommodation.
