Community Development Admin Assistant

Provincetown; Massachusetts; On-site; USD 57,000 - 74,000; Full time

Benefits offered by this job

Competitive benefits

Job summary

The Town of Provincetown is seeking a Community Development Administrative Assistant (full-time) to support the Customer Window, process permit applications, and coordinate with Building, Health, Licensing, Planning and Conservation divisions.

Minimum qualifications include secretarial or business skills and 2–3 years in an office setting; equivalent education/experience accepted. This Grade 3 union position offers a competitive benefits package and a standard Mon–Thu 8–5, Fri 8–12 schedule.

Qualifications

• Secretarial or business skills required; two to three years in an office setting.
• Equivalent education/experience considered.

Responsibilities

• Support Customer Window with regulatory questions and permit applications.
• Perform departmental phone, filing and administrative tasks across divisions.
• Maintain schedules, process vouchers, and manage records.

Skills

Secretarial skills

Customer service

Office operations

Microsoft Word

Microsoft Excel

Data entry

Education

High school diploma with secretarial/business coursework

Tools

OpenGov

Laserfiche

Access

Excel

Job description

Human Resources Office260 Commercial Street, Provincetown, MA 02657

508-487-7000 ext. 525

PROVINCETOWNMassachusetts

Position OpeningUnion – Community Development Administrative Assistant

The Town of Provincetown is now accepting applications for the full-time position of Community Development Administrative Assistant.

This is a full-time, 40 hour a week position, working Monday – Thursday 8-5 and Friday 8-12 with a competitive benefits package.

Community Development Administrative Assistant: The department administrative assistant supports the Customer Window, where regulatory questions are asked, permit applications received and referrals to professional staff made; the departmental phone, filing and other administrative work in support of the Building, Health, Licensing, Planning and Conservation Divisions.

Minimum Qualifications: The Administrative Assistant must have knowledge of secretarial or business skills; two to three years’ experience working in an office setting, preferably dealing with the general public; or any equivalent combination of education and experience.

This is a Grade 3, union position. The salary range is $57,140 to $74,191. The position is available September 7, 2026 and will remain open until filled.

The Town of Provincetown, Massachusetts is an equal opportunity employer and does not discriminate on the basis of race, color, religion, creed, national origin, ancestry, sex, pregnancy or pregnancy-related conditions, gender identity, sexual orientation, marital status, age, disability, genetic information, military or veteran status, or any other category protected under state and federal anti-discrimination laws.

Alex Morse, Town Manager

Town of Provincetown, MassachusettsAFSCME Union Administrative Assistant II Job Description

ADMINISTRATIVE ASSISTANT II

GRADE 3 AFSCME UNION POSITION

Definition:Administrative, clerical, and bookkeeping work in supporting the operations of the Community Development Department; all other work as required. The department administrative assistant supports the Customer Window, where regulatory questions are asked, permit applications received and referrals to professional staff made; the departmental phone, filing and other administrative work in support of the Building, Health, Licensing, Planning and Conservation Divisions.

Distinguishing Characteristics:

Works under the general direction of the Community Development Director. Performs a variety of administrative, data entry, clerical, bookkeeping and record

keeping duties in accordance with well-defined procedures with some independent judgment required in directing complaints and problems and facilitating applicants through the permitting process.

Performs principal telephone reception and customer service duties for the Community Development Department.

Maintains schedules of inspectors, as required, within the Community Development Department.

Makes frequent contacts with other Town departments, engineers, contractors and the general public requiring courtesy, patience and tact; may also have contact with local and state agencies, vendors, attorneys, Board members, and private companies.

Punctuality, responsibility and reliability to duty hours and work deadlines is critical. Errors could result in monetary loss to the Town or to the applicant, confusion and

delay, and a decreased level of services. May have access to Community Development Department related confidential

information such as: bid proposals, litigation and negotiating positions. Minimal physical effort required performing duties under typical office working

conditions. Required to become proficient in the administrative duties and responsibilities of all

divisions within the Community Development Department. Strong computer skills are necessary for work with the permitting software (OpenGov

Citizen Services, Laserfiche, etc.) The ability to quickly learn new programs, software and computer skills needed for job performance.

Essential Functions:(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Town of Provincetown, MassachusettsAFSCME Union Administrative Assistant II Job Description

Answers inquiries; provides routine information; and consults routinely with all

department staff. Prepares payroll; maintains associated records; assists in maintaining the Community

Prepares vouchers for, posts, balances and maintains accurate records of accounts

payable. Prepares various department correspondence such as letters, personnel records,

permits and related documents. Maintains inspection paper and computer files and oversees and maintains paper

records and filing system. Schedules meetings and appointments; manages day-to-day office activities and orders

office supplies for the department. Dispenses and receives building, electrical, plumbing, gas and sign permit applications,

as well as permit applications of other Community Development divisions; inputs associated records and data into the computerized system; collects fees; schedules inspections as required for all inspectors; contacts the Permit Coordinator with appropriate paperwork; receives all incoming calls for the department; prepares advertisements and hearing notices; dispatches to inspectors when necessary.

Assists with issuance of permits for the Building, Health, Licensing, Planning and Conservation Divisions.

Performs other similar or related duties as required or as situation dictates.

Knowledge, Ability and Skill:Knowledge: Office practices and procedures; a working knowledge of Community Development operations; knowledge of construction or permitting desirable.

Ability: data collection and maintenance of accurate and complete records

Ability to work effectively with the general public, vendors and Community Development personnel.

Ability to communicate effectively both orally and in writing. Ability to work independently. Working knowledge of Microsoft Word, Access and Excel

and the ability to learn new computer software. Ability to perform multiple tasks and to maintain focus in a fast-paced environment.

Recommended Minimum Qualifications:High school graduation supplemented by courses in secretarial or business skills; two to three years’ experience working in an office setting, preferably dealing with the general public; or any equivalent combination of education and experience.

• Com_Dev_Admin_Assistant_Letter_FY27
• Community Dev Admin Asst 6.21.2023