Administrative Assistant II - Zoning Board of Appeals & Municipal Services

Administrative Assistant II Zoning Board Of Appeals & Municipal Services

The Administrative Assistant performs administrative office management function to the Municipal Services Department and provides administrative support to the Board of Appeals and the Director of Municipal Services.

This position entails the performance of complex office tasks requiring composing and typing correspondence, reports, computer data entry work, record keeping, filing, and, working directly with customers and other municipal personnel. The Administrative Assistant is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

Essential functions include assisting the Chairman, Board of Appeals in the preparation of agenda for Board meetings, recording minutes of meetings of the Board of Appeals and maintaining accurate records for the purpose of record and legal appeals, placing proper legal advertisements in local newspapers as required by law, processing all applications for accuracy and fulfilling requirements of General Laws, By-laws and rules and regulations, notifying all interested parties of hearings at which their interests may be affected, accepting and accounting for sums of money from applicants covering fees for tentative plans and pre-qualification site analysis review, working approximately nineteen and one half (19.5) hours per week -- this includes evening meetings as required, making frequent contact with the general public and other town departments, having contact with Town Counsel, municipal. local, state, and federal officials, developers, engineers, licensed business owners, contractors, attorneys, courts, real estate brokers, business owners and consultants. Contacts are primarily in person, by telephone, and in writing, and involve discussing semi-complex information; contacts with the public require considerable knowledge, patience and courtesy, and exercising responsibility for the maintenance, either manually or by computer, of the important departmental records requiring the careful recording, classification and complication of information; posts and records information, updates data, checks, sorts, records and files various materials.

Recommended minimum qualifications include high school or equivalent education plus additional education or training in secretarial science or business administration preferred; and four years of experience in secretarial and administrative work, or any equivalent combination of education, training and experience.

Knowledge of office procedures, practices and terminology. Complete knowledge of the use of office and data processing equipment, business arithmetic, business English and spelling. Basic knowledge of bookkeeping techniques.

Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed statistics, records, and clerical records. Ability to deal effectively and tactfully with the public. Ability to maintain confidential information, Ability to compose correspondence and to prepare, type, and proofread reports as to form and logic flow. Ability to communicate effectively with the public, co-workers, other employees, departments, officials, and other agencies. Ability to instruct and supervise.

Excellent secretarial and administrative skills. Expertise and skill in utilizing personal computers and office application software packages. Excellent customer service skills.

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee is required to work beyond normal business hours to attend evening meetings and to accomplish work assignments. Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment. Makes regular contacts with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, and correspondence. Has access to department-related confidential information. Errors could expose the Town to potential legal liabilities and/or could result in considerable confusion, delay and adverse public relations; errors with bookkeeping or department procedures could result in significant confusion and delay or loss of services and monetary loss.

Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper generally up to 30 pounds. Minimal physical effort required in performing duties under typical office conditions. Ability to operate a keyboard at efficient speed and view computer screens for extended periods of time. Specific vision requirements include close vision and the ability to adjust focus. Ability to sit, stand, walk and hear. May be required to stand for long periods of time, when assisting the public at the window/counter.

Motor skills: duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination. Examples include using a personal computer.

Visual demands: position requires the employee to constantly read documents and reports for understanding and analytical purposes.