Office Assistant - Building and Zoning

Town of Andover•Andover, MA

9d•Onsite

About The Position

Under the general supervision of the Inspector of Buildings, this position is responsible for providing administrative duties for the Department of Community Development & Planning. This includes customer service, administrative responsibilities, office administrative and bookkeeping functions, and support to assigned boards and commissions.

Requirements

Knowledge of standard office procedures, practices, forms and equipment.
Dexterity and accuracy in operating adding machines and word processing keyboards.
Ability to prepare routine-to-complex correspondence and reports utilizing computerized office applications.
Ability to understand, learn, interpret and explain zoning/building policies and procedures, and to apply such guidelines appropriately to different situations.
Ability to learn and operate computer and web based systems.
Ability to interact effectively and pleasantly with a wide variety of individuals, including customers, co-workers, outside professionals and members of the public.
Ability to understand, select and perform basic mathematical calculations efficiently and accurately.
Ability to perform multiple tasks and deal effectively with interruptions.
Ability to perform detailed work accurately and with dispatch.
Two years of secretarial or business school with knowledge of office administration, secretarial practices, financial record keeping and automated office systems and procedures; OR 3 years of related experience; or any equivalent combination of education and experience.

Responsibilities

Provide assistance to internal and external customers of the department, including members of the public, contractors, Town staff, and volunteer Board and Committee members.
Greet visitors, answer phones, explain office procedures, and respond to questions within level of expertise and authorization, referring more complex issues to technical, professional or management staff.
Review and issuance of building, electrical, plumbing and gas permits, other licenses and related fees and procedures.
Provide support to other divisions within the department as assigned by the Department Head.
Assist in the provision of administrative support to the Zoning Board of Appeals, Design Review Board, and other boards or committees as assigned.
Prepare and file official meeting notices.
Prepare and schedule agenda items.
Prepare and distribute lists of abutters or other interested parties.
Attend all meetings; take and draft minutes for adoption at next meeting; record decisions.
Distribute agenda information for board or commission members.
Prepare and place legal ads to designated newspaper in compliance with all bylaw and legal requirements.
Maintain and monitor calendar to ensure compliance with legally required timetables.
Maintain related files, permits, records, etc.
Process new applications, explaining process and documents to customers.
Review paperwork and plans presented to ensure compliance with application requirements.
Schedule building, electrical, plumbing and gas inspections, etc.
Conduct or participate in special projects or studies, such as conducting specific research on procedural issues, court matters, or other legal issues.
Prepare layouts and designs for division forms, procedures, etc.
Perform related duties as required.
Contribute to centralized or shared services.