Office Assistant - Building and Zoning

Andover Public Schools; Andover (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

The Town of Andover seeks an organized Administrative Assistant for the Department of Community Development & Planning. You will handle front-desk duties, respond to inquiries, and support permit processes including building, electrical, plumbing and gas permits and related fees.

You will also assist boards such as Zoning and Design Review, prepare notices and agendas, take minutes, and maintain calendars and records, with evening meetings as scheduled.

Qualifications

• Knowledge of standard office procedures and forms.
• Ability to prepare routine-to-complex correspondence and reports.
• Ability to interpret zoning and building policies and apply guidelines.
• Ability to learn and operate computer and web-based systems.
• Strong interpersonal skills for diverse customer interactions.
• Accurate mathematical calculations and data handling.

Responsibilities

• Provide assistance to internal and external customers of the department.
• Greet visitors, answer phones, explain procedures, refer complex issues.
• Review and issuance of building, electrical, plumbing and gas permits and related fees.
• Assist in administrative support to boards such as the Zoning Board of Appeals.
• Prepare and file meeting notices, agendas, abutters lists, minutes, and records.
• Schedule inspections and assist with special projects or studies.
• Perform related duties as required and contribute to shared services.

Skills

Office procedures

Correspondence

Customer service

Zoning/building policies

Computer systems

Mathematical calculations

Multitasking

Attention to detail

Education

Secretarial or business school (2 years)

Tools

Office software

Job description

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

• 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. Issues may include:
  • Explanations of division and department policies, regulations, office procedures and certain technical requirements as they relate to permit procedures, including restrictions or requirements that apply in individual situations.
  • Direct callers to required resources or information.
  • 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. Duties may include but are not limited to:
  • Preparation and filing of official meeting notices.
  • Preparation and scheduling of agenda items.
  • Preparation and distribution of lists of abutters or other interested parties.
  • Attend all meetings; take and draft minutes for adoption at next meeting; record decisions.
  • Distribution of agenda information for board or commission members.
  • Prepare and place legal ads to designated newspaper in compliance with all bylaw and legal requirements.
  • Maintenance and monitoring of calendar to ensure compliance with legally required timetables.
  • Maintenance of 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:
  • Conduct specific research, e.g. procedural issues, court matters, other legal issues.
  • Prepare layouts and designs for division forms, procedures, etc.
• Perform related duties as required.
• Contribute to centralized or shared services.

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 secretarial or business school with knowledge of office administration, secretarial 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.

Physical Elements

• Normal office environment, not subject to extremes in temperature, noise, odors, etc.
• Intermittent standing to assist customers in the office.
• Frequent interruptions to assist customers in the office or on the phone.
• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
• Regular lifting and carrying of files, documents, records, etc.
• Requires attendance at evening meetings as scheduled.

FLSA Status: Non-Exempt Grade: IE-14 Standard Work Week : 36.25, 7:30am-3:30pm Job Code : 6250 Risk Code : 8810

The Town of Andover is an Affi-mative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.