Oklahoma Municipal League

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Building, Code, Planning, Mayoral Administrative Assistant - Warr Acres

City of Warr Acres 

Job Description 

Title: Building, Code, Planning, Mayoral Administrative Assistant 

Department: Mayor 

Reports to: Mayor 

Job Location: 4301 N. Ann Arbor Ave., Warr Acres, OK, 73122 

Works Directly with the City Inspector/Code Enforcer 

FLSA Status: Non-Exempt 

Salary: Based on experience and certifications 

Position Summary 

  • The Building, Code, Planning, and Mayoral Administrative Assistant performs a variety of routine and complex clerical, administrative, and technical tasks related to the intake, processing and issuance of building permits and notices of violations for city inspections, code enforcement, planning and zoning, as well as additional job duties in assisting the mayor. 

  • This position is directly under the mayor, and serves as an assistant to both the mayor and the city inspector and code enforcement officer. 

  • This position serves as a primary point of contact for contractors, homeowners, developers, and the general public, providing information on permitting requirements, building codes, zoning regulations, and contractor application procedures. 

  • The clerk ensures accurate recordkeeping, fee collection, and coordination with internal departments involved in plan review and inspections. 

  • The clerk also assists the code enforcement officer in a variety of routine and complex clerical, administrative, and technical tasks related to the issuance of code enforcement violations. 

  • The clerk also assists the mayor in any clerical work as delegated. 

  • May serve as a back-up to the business licensing clerk for business licensing after training is complete. 

This position typically works in conjunction with the building inspector/code enforcement officer and directly under the supervision of the mayor. 

Essential Duties and Responsibilities 

  • Issues license registrations for contractors who hold trade licenses with the city and state of Oklahoma. 

  • Permit Intake and Processing. Accepts, reviews, and verifies building and zoning permit applications for completeness and accuracy. 

  • Calculates, collects, and records permit fees, and maintains accurate cashiering records. 

  • Routes applications, plans and supporting documents to the building official and/or the city planner for review to disseminate to the appropriate departments. 

  • Tracks permit status and maintain logs of permit activity, including fees, valuations, review times, and conditions. 

  • Ensures compliance with local, state, and federal regulations when reviewing applications. 

Customer Service and Public Assistance 

  • Provides general information regarding building codes, zoning requirements and the permitting process. 

  • Assists applicants in completing forms and understanding required documentation. 

  • Responds to inquiries via phone, email, and in person. 

  • Maintains positive working relationships with contractors, developers, architects, engineers, designers, and the public. 

Records Management 

  • Maintains and updates permit files, inspection records, contractor registrations, and related documents. 

  • Inputs and manages data in permitting and inspection software systems. 

  • Prepares letters, memos, reports, and official correspondence related to permits and inspections. 

  • Ensures proper storage, retention, and retrieval of records in accordance with municipal policies. 

  • Operates scanner and plotter for plan retention and plan review. 

Contractor Licensing and Registration 

  • Processes contractor registrations and annual renewals for electricians, plumbers, HVAC contractors, roofers, and other licensed trades. 

  • Verifies licensing requirements and maintains up-to-date contractor records. 

Support for Building Officials and Inspectors 

  • Prepares permit packets, inspection schedules, and related documentation. 

  • Coordinates communication between applicants and inspectors. 

  • Assists with routing plans, assembling review packets, and preparing permits for issuance. 

General Administrative Duties 

  • Performs routine clerical tasks such as filing, scanning, copying, and data entry. 

  • Composes and edits correspondence, reports, and forms. 

  • Provides backup support to other administrative staff as needed. 

  • Takes the minutes at meetings or assists with special projects such as planning commission meetings, board of adjustment meetings, or city council meetings if needed. 

  • Prepares mailings for planning commission and city council meetings. 

Knowledge Skills and Abilities

  • Working knowledge of building codes, zoning regulations, and permitting processes (or ability to learn quickly). 

  • Ability to read and interpret maps, plans, and basic construction documents. 

  • Proficiency with computers, permitting software, word processing, excel, and data entry systems. 

  • Strong customer service and communication skills, both written and verbal. 

  • Ability to manage multiple tasks, meet deadlines, and work in a fast-paced environment with frequent interruptions. 

  • Ability to establish an effective working relationships with staff, contractors, and the public. 

Minimum Qualifications 

  • High School Diploma or GED 

  • ICC building permit certification preferred 

  • Background in municipal building permitting preferred. 

  • Experience in customer service and clerical work. 

  • Any equivalent combination of education, training, and experience that provides the required knowledge and skills. 

Working Conditions 

  • Work is typically performed in an office environment with frequent public interaction. 

  • May involve periods of sitting, standing, walking and lifting plans or files. 

  • Noise level is generally moderate, with occasional interruptions and shifting priorities. 

Optional Preferred Qualifications 

  • Experience with municipal permitting software (eg.. MyGov, EnerGov, Accela, etc). 

  • Familiarity with building codes (IBC, IRC) and local zoning ordinances, or ability to learn quickly. 

  • Bilingual skills a plus (Spanish). 

City/Town Administration, Other Municipal PositionsChristy Christoffersen