Division Assistant

Town of Yarmouth; South Yarmouth (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

The Town of Yarmouth Health Division is seeking a Division Assistant to support daily operations under the Director of Health. The role covers administrative tasks, public inquiries, record-keeping, and preparation of correspondence and reports.

Responsibilities include processing payments, tracking permits, scheduling inspections and hearings, and serving as Board of Health secretary, including evening meetings. Strong communication and bookkeeping skills are essential.

Qualifications

• High school diploma or equivalent; Associate degree preferred.
• Three years of office administration experience or an equivalent combination of education and experience.
• Knowledge of administrative and clerical procedures; customer service; filing systems; and basic bookkeeping.

Responsibilities

• Respond to inquiries from the public and Town personnel; provide regulatory assistance.
• Receive payments and process disbursements; track and monitor budget and reports.
• Maintain databases and prepare spreadsheets; compose correspondence and minutes.
• Schedule inspections and hearings and issue permits and licenses as needed.
• Serve as Board of Health secretary and attend evening meetings; support Housing Inspector and Hazardous Materials Inspector.
• Primary customer contact for the Division and assist with grants and contracts as required.

Skills

Office administration

Customer service

Written communication

Time management

Microsoft Office

Education

High school diploma

Associate’s degree preferred

Tools

Microsoft Office

Job description

The Town of Yarmouth is searching for a Division Assistant to join the Health Division team.

Working under the general supervision of the Director of Health, the Division Assistant will perform the administrative and clerical work required to support the operations of the Health Division.

Responsibilities include responding to inquiries from and provides regulatory assistance to the public and Town personnel, receives fees, composes correspondence/documentation/minutes, maintains databases and prepares spreadsheets, schedules inspections and hearings, oversees Human Services grants and contracts including processing disbursements, payments, while monitoring reports and the budget.

The successful candidate will be responsible for performing a variety of clerical, bookkeeping and administrative functions requiring knowledge of division operations and application of prescribed procedure but require independent interpretation and the exercise of initiative and judgment.

This position provides administrative support to the Housing Inspector and Hazardous Materials Inspector, including but not limited to: enters, tracks, and files permits, receives payments, completes turnovers, contacts patrons for appointments and follow up questions, and prepares correspondence.

May schedule inspections or prepare and issue permits and licenses as needed.

Serves as the Board of Health secretary, which includes attending evening meetings.

This position is the primary customer point of contact for the Division.

RECOMMENDED MINIMUM QUALIFICATIONS:

Education - High school diploma or equivalent supplemented by training or coursework in office administration or related topics; Associate?s degree preferred.

Experience - Three years? office administration experience; or any equivalent combination of education and experience.

KNOWLEDGE, ABILITY AND SKILLS:

Knowledge. Thorough knowledge of administrative and clerical procedures and systems such as customer service, paper and electronic filing, use of office software. Gains through on-the-job learning, thorough knowledge of the activities and procedures of assigned office

And Board/committee/commission And How They Relate To Other Town offices; Working knowledge of bookkeeping.

Ability. Ability to communicate effectively both orally and in writing. Ability to maintain accurate and detailed records. Ability to work effectively under time constraints to meet deadlines. Ability to develop effective working relationships with colleagues and the general public. Ability to organize and prioritize work. Ability to work well independently. Ability and willingness to learn how to use new computer applications.

Skill. Requires strong communication, customer service and writing skills; skill in the use of office software; and keyboarding and bookkeeping skills.