Administrative Assistant

Job Description:

Administrative Assistant

Under the direction and supervision of the Office Administrator, perform a variety of general customer service and administrative duties in support of the services and activities of the Community Development and Planning Department including assigned Boards and Commissions.

Responsibilities

ESSENTIAL FUNCTIONS

Provide assistance to members of the public, contractors, Town staff, and volunteer Board and Committee members. 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. Duties may include but not limited to:

1. Assist in responding to questions and processing activities related to boards and committees supported by Community Development and Planning and serve as backup to the other administrative staff who support committee activities.

2. Perform duties associated with committee support such as:

  a. Preparing agendas, compiling, and distributing meeting packets

  b. Preparation and filing of official meeting notices.

  c. Preparation and distribution of lists of abutters or other interested parties.

  d. Distribution of agenda information for board or commission members.

  e. Prepare and place legal ads to designated newspaper in compliance with all bylaw and legal requirements.

  f. Maintenance and monitoring of calendar to ensure compliance with legally required timetables.

3. Process new applications, explaining process and documents to customers. Review paperwork and plans presented to ensure compliance with application requirements.

4. Assist with public records request.

Qualifications

Skills, Knowledge and Abilities:

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.

Education and Experience

Duties require two years of business school with knowledge of office administration and practices, financial record keeping and automated office systems and procedures; 3 years of related experience; or any equivalent combination of education and experience.

SUPERVISORY RESPONSIBILITY

None.