OFFICE SPECIALIST - BUILIDING SAFETY
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Office Specialist - Inspection
Position Title: Office Specialist - Building Safety
Job Class Code: 1019 BS
Department: Building Safety
Reports To: Building Safety Director
FLSA Status: Non-Exempt
Safety Sensitive: No
Annual Salary: $32,056 - $46,718
Job Summary
Under general supervision, this position performs clerical, customer service, records, and administrative support functions for the Building Safety Department. The Office Specialist assists with permit applications, inspection scheduling, contractor and property records, public inquiries, fee collection, and coordination between applicants, inspectors, contractors, and departmental staff. This position serves as a primary administrative point of contact for Building Safety and supports efficient department operations through accurate recordkeeping, timely communication, and professional customer service.
Typical Duties
Customer Service & Public Interaction
- Assists the public, contractors, property owners, developers, and design professionals in person, by telephone, and through electronic communication regarding building safety services and procedures.
- Provides general information regarding permit applications, inspection requests, contractor requirements, fees, and the status of departmental processes without interpreting code beyond the position's authority.
- Responds to inquiries and directs technical, code-related, or enforcement questions to the appropriate Building Safety staff member.
Permit, Records & Data Management
- Receives, reviews for administrative completeness, processes, and maintains building permit applications, inspection records, certificates, contractor documentation, and related departmental records.
- Enters and updates permit, inspection, property, contractor, and case information in departmental tracking systems and databases.
- Scans, indexes, files, retrieves, and maintains electronic and physical records in accordance with departmental procedures and records-retention requirements.
Administrative Support
- Prepares reports, forms, correspondence, notices, permits, certificates, and other documentation for Building Safety operations.
- Maintains calendars, filing systems, office supplies, and administrative workflow records.
- Assists with scheduling meetings, coordinating plan review and inspection documentation, and tracking items requiring follow-up.
Inspection & Coordination Support
- Receives inspection requests, permit-related questions, complaints, and service requests concerning Building Safety activities.
- Schedules and routes inspection requests to appropriate inspectors and communicates scheduling information to applicants and contractors.
- Maintains logs and records of inspections, permit activity, complaints, notices, and service requests.
Financial Transactions
- Calculates or verifies established fees, collects permit and other departmental fees, and assists customers with payment requirements.
- Processes payments, issues receipts, balances transaction records, and prepares documentation for deposit in accordance with City procedures.
Operational Support
- Coordinates administrative communication among inspectors, plan reviewers, contractors, applicants, other City departments, and outside agencies.
- Supports administrative processes related to permit issuance, plan review, inspections, certificates of occupancy or completion, contractor registration, and code compliance records.
Confidentiality & Compliance
- Maintains confidentiality of records and sensitive information, including personal, financial, and enforcement-related information.
- Ensures compliance with departmental procedures, records requirements, cashiering controls, and applicable City policies and regulations.
Other Duties
- Performs other duties as assigned in support of Building Safety Department operations.
Minimum Qualifications
- High school diploma or equivalent.
- One (1) year of clerical, administrative, or customer service experience, or an equivalent combination of education and experience.
- Bilingual preferred, not required.
Licenses & Certifications
- Must possess or be able to obtain a valid New Mexico driver's license.
Knowledge, Skills, and Abilities
Knowledge of:
- Standard office procedures, administrative practices, and records management principles.
- Customer service principles and effective interaction with contractors, property owners, design professionals, and the general public.
- Basic permit, inspection, cashiering, and data-entry processes used in a building safety or regulatory environment.
Skills in:
- Operating computers, permit-tracking databases, electronic document systems, and standard office equipment.
- Maintaining accurate permit, inspection, financial, and departmental records.
- Providing professional customer service and explaining administrative procedures clearly.
Ability to:
- Communicate clearly and effectively with the public, contractors, professional staff, inspectors, and other City employees.
- Manage multiple requests, deadlines, appointments, and interruptions while prioritizing workload.
- Maintain confidentiality and exercise sound judgment when handling sensitive records and enforcement-related information.
- Follow established procedures, fee schedules, policies, and records requirements with accuracy.
- Work independently and collaboratively in a fast-paced, detail-oriented public service environment.
Physical Requirements
Work is primarily sedentary and involves prolonged sitting, occasional standing and walking, frequent use of a computer and standard office equipment, repetitive hand and finger movements, and the ability to communicate in person and by telephone. The employee may occasionally lift, carry, push, or pull office materials weighing up to 20 pounds. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.
Working Conditions
Work is performed primarily in an office and public counter environment with frequent interaction with contractors, property owners, design professionals, and the general public. The position may involve periodic exposure to construction-related documents, field staff returning from active job sites, noise, dust, or changing weather conditions during occasional visits to other City facilities or work areas. Regular and reliable attendance is required to support permit, inspection, and customer service operations.
Position : 175
Code : 34-1
Type : INTERNAL & EXTERNAL
Location : INSPECTION
Group : FULL TIME
Job Class : OFFICE SPECIALIST
Posting Start : 08/10/2026
Posting End : 12/31/9999
Salary: $15.42-$22.45
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