Health and Land Use Assistant

Carlisle, Massachusetts GOV•Carlisle, MA

2d•$36 - $37•Onsite

About The Position

The Health and Land Use Assistant provides administrative, technical, clerical, customer service, permitting, records, and operational support to the Board of Health, Health Agent, Building Commissioner, and permitting departments. The position serves as a primary administrative contact for residents, applicants, contractors, engineers, service providers, and inspectors looking to access the permitting functions of the Town’s land use departments. The position provides published procedural information, forms, deadlines, fee information, and application status information. Technical, code interpretation, public health, compliance, inspection, approval, and enforcement questions are referred to the Health Agent, Building Commissioner, authorized inspector, or relevant departments. The position receives and administratively processes health and building permits; assists with permitting applications for the Town’s land use departments, coordinates inspections and departmental routing; maintains official records; processes fees and routine financial documents; prepares correspondence and meeting materials; and assists with records modernization and website maintenance. The position does not independently interpret or enforce laws, sanitary regulations, or building codes; conduct inspections; approve plans or applications; determine compliance or violations; issue enforcement orders; or exercise the statutory or professional authority of the Health Agent, Building Commissioner, or inspectors.

Requirements

A high school diploma or equivalent
Relevant administrative, clerical, customer service, records, permitting, municipal, or public service experience are required.
An equivalent combination of education and experience that demonstrates the ability to perform the position’s duties may be accepted.
Must be able to attend occasional evening meetings
Must be able to provide occasional logistical support during emergency or weekend events.
Must complete required Town training and any assigned introductory incident command or public health orientation within established timeframes.
Working knowledge of office procedures, customer service, municipal operations, records retention, public records procedures, and permit and records workflows.
General familiarity with Board of Health and Building Department functions is required to explain established administrative procedures and route questions appropriately.
Working knowledge of standard office, document management, website, and permitting software is also required.
Must be able to communicate clearly and professionally, orally and in writing
Must be able to provide tactful and courteous service during frequent interruptions and occasionally difficult interactions
Must be able to work independently within established procedures
Must be able to prioritize assignments from two departments
Must be able to maintain accurate records
Must be able to meet deadlines.
Must be able to distinguish administrative questions from technical, legal, regulatory, medical, inspection, compliance, approval, and enforcement matters requiring referral.
Must maintain confidentiality, exercise sound judgment, research records, and obtain routine information without rendering technical interpretations or decisions.
Must collaborate effectively with the Health Agent, Building Commissioner, inspectors, boards, Town departments, applicants, contractors, and residents.
Organization, attention to detail, recordkeeping, data entry, proofreading, scheduling, research, and multitasking skills.
Proficiency with Microsoft Office, Adobe Acrobat, permitting and records software, scanners, and website platforms such as CivicPlus is required.
Must accurately handle fees, receipts, invoices, and routine financial records.
Regularly walks, stands, sits, talks, hears, reaches, and uses the hands to operate office equipment and handle files and documents.
Performs keyboard and screen work for extended periods and must be able to communicate effectively in person and by telephone.
Vision and hearing must be at or correctable to normal ranges.
Routinely lifts and moves office materials weighing up to 10 pounds and occasionally up to 25 pounds.

Nice To Haves

Experience in a busy, public-facing office is preferred.
Municipal government, health department, building department, permitting, inspection coordination, or regulatory office experience is also preferred.

Responsibilities

Receives and administratively processes Board of Health applications, plans, reports, renewal materials, and fees, including septic, well, food, camp, animal, environmental health, and related departmental records.
Maintains property, permit, Title V, pumping, soil log, well test, underground tank, and related health records.
Schedules inspections, consultant reviews, clinics, meetings, and appointments at the Health Agent’s direction.
Tracks septic system project documents, fees, notices, inspection scheduling, approvals, and certificates without reviewing technical compliance or issuing approvals.
Prepares Board of Health meeting packets, posts agendas, reserves rooms, distributes materials, attends evening meetings when assigned, and records or prepares minutes.
Sends routine renewal notices and tracks required submissions and deadlines.
Provides logistical and clerical support during public health events or emergencies at the Health Agent’s direction.
Serves as the Building Department’s administrative front counter and telephone contact, provides routine procedural and application status information, and routes technical and code questions to the Building Commissioner or appropriate inspector.
Receives building, electrical, plumbing, and gas applications and supporting materials.
Checks administrative completeness, including required contractor license and insurance documentation, without determining code compliance.
Enters applications into Town permitting software; coordinates departmental routing and signoffs; and scans, files, and archives permits and official property records.
Schedules inspections for the Building Commissioner and electrical, plumbing, and gas inspectors and communicates routine scheduling information to applicants, contractors, and inspectors.
Processes Certificates of Occupancy and Certificates of Inspection after required approvals, inspections, and signoffs are documented.
Reviews approved electrical, plumbing, and gas application records for data entry completeness and follows up regarding missing or incorrect administrative information.
Organizes inspector paperwork, inspection records, mailings, correspondence, permit logs, street and property files, and routine departmental records.
Serves as a primary administrative contact for walk-in, telephone, and email inquiries.
Provides forms and approved procedural, fee, deadline, and application status information and refers technical, regulatory, medical, code, compliance, inspection, approval, and enforcement questions to the Board of Health, Health Agent, Building Commissioner, and permitting departments.
Receives, date stamps, scans, routes, files, and archives applications, plans, reports, permits, certificates, correspondence, and supporting documents.
Checks submissions for administrative completeness using approved checklists and contacts applicants regarding missing administrative documents without determining substantive compliance.
Enters and updates information in permitting systems, spreadsheets, databases, property files, and paper and electronic records.
Processes fees, receipts, deposits, invoices, purchase orders, payroll documentation, account records, and routine budget reports as assigned.
Prepares routine correspondence, memoranda, notices, permits, and certificates after the authorized official has made and documented the substantive decision.
Tracks application, inspection, renewal, reporting, records, payment, and legal deadlines and refers potential noncompliance, overdue items, and collection issues to the appropriate supervisor.
Responds to and coordinates public records requests in consultation with supervisors and in accordance with Town procedures.
Maintains records under approved retention procedures and assists with scanning, digitization, indexing, public accessibility, and workflow improvements.
Maintains approved departmental forms, educational materials, web pages, calendars, and public notices and orders supplies and supports mailings and general office operations.