Administrative Assistant II - Zoning Board of Appeals & Municipal Services

Town of Duxbury•Duxbury, MA

23h•Onsite

About The Position

The Administrative Assistant performs administrative office management functions for the Municipal Services Department and provides administrative support to the Board of Appeals and the Director of Municipal Services. This position involves complex office tasks such as composing and typing correspondence and reports, computer data entry, record keeping, filing, and interacting directly with customers and other municipal personnel. The Administrative Assistant is responsible for maintaining and improving the efficiency and effectiveness of all areas under their direction and control. The work requires extensive judgment to develop new or adapt existing methods and approaches, and involves employing many different concepts, theories, principles, techniques, and practices relating to an administrative field, particularly concerning the Board of Appeals and recommending improvements. The employee interacts constantly with co-workers and the public, dealing with information pertaining to individuals in the Town’s records. Excellent communication, courtesy, tact, and diplomacy are required when resolving complaints or concerns and working with others. The position requires regular access to confidential information, which must be maintained in accordance with Departmental Policy and the Public Records Act. Duties include responsibility for technical processes, service delivery, and contributions to municipal finances and recordkeeping, where errors could severely jeopardize department operations or have extensive financial and legal repercussions.

Requirements

High School or equivalent education
Four years of experience in secretarial and administrative work
Complete knowledge of the use of office and data processing equipment
Knowledge of 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
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
Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination
Constantly read documents and reports for understanding and analytical purposes

Nice To Haves

Additional education or training in secretarial science or business administration

Responsibilities

Assists the Chairman, Board of Appeals in the preparation of agenda for Board meetings.
Records minutes of meetings of the Board of Appeals & Board of Health, and maintains accurate records for the purpose of record and legal appeals.
Places proper legal advertisements in local newspapers as required by law.
Processes all applications for accuracy and fulfilling requirements of General Laws, By-laws and rules and regulations.
Notifies all interested parties of hearings at which their interests may be affected.
Accepts and accounts for sums of money from applicants covering fees for tentative plans and pre-qualification site analysis review.
Works approximately nineteen and one half (19.5) hours per week, including evening meetings as required (typically 2 meetings per month, except August, with occasional additional night meetings as needed).
Makes frequent contact with the general public and other town departments.
Has 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, primarily in person, by telephone, and in writing, discussing semi-complex information.
Has access to department-level confidential information requiring appropriate judgment, discretion, and professional office protocols.
May assist in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.
May be required to attend special meetings and work on special projects.
Assists Municipal Services staff in the day-to-day operation of the office.
Participates in meeting the informational needs of the general public and Board members.
Responds to questions from the public.
Assists staff, public and other departments in the furnishing of information and resolution of problems.
Researches questions and handles unusual or difficult situations.
Answers telephone and in-person inquiries, service requests and complaints from external and internal customers in a helpful, courteous and efficient manner.
Ascertains the nature of the inquiry, service request or complaint and refers customers requiring assistance beyond individual knowledge or experience to the appropriate person or department.
Maintains departmental records, either manually or by computer, requiring careful recording, classification, and compilation of information; posts and records information, updates data, checks, sorts, records and files various materials.
Assists with special projects and numerous administrative tasks.
Composes and/or types correspondence, memorandums, meeting and legal notices, orders, warrants, vouchers, purchase orders, permits, reports, newsletters and agendas.
Schedules appointments and meetings.
Opens and processes mail.
Distributes reports, memos and necessary information to appropriate persons.
Establishes and maintains departmental files, maintaining confidentiality of information, departmental plans, etc. within guidelines for public disclosure.
Communicates official plans, policies and procedures to staff and other town officials.
Develops recommendations for changes in office procedures, reviews with department management, and oversees implementation.
Provides guidance to other office staff within the department, including responding to questions on more complex issues of work.
Performs similar or related work as required, directed or as situation dictates.
Operates computer applications specific to the Municipal Services Department.