Management Assistant II - Inspections

Management Assistant II - Inspections
Conservation and Development Department
FLSA – Non-Exempt
SEIU LEVEL E

Job Summary:
Provides clerical and administrative support to the Inspection Services function of the Conservation and Development Department. Performs full range of complex secretarial support services.

Supervision Received:
Works under the supervision of the Building Commissioner, who outlines department rules, regulations and policies; assigns tasks, checks work and evaluates performance.

Supervision Exercised:
Generally, none. The employee is responsible for their own work, but may also be expected to provide occasional assistance to other employees, interns, and volunteers.

Major Duties:
1. Prepares and types correspondence, reports and memoranda. Prepares board and committee meeting packets, mailings and draft meeting minutes. Composes correspondence from supervisor's instructions or own knowledge of department functions. Material may include specialized terminology. May work with supervisor on special projects.

2. Provides customer service, receives and answers inquiries and requests for information from the general public and other departments. Researches permits, files and records for information. Administers Rental Regulations program.

3. Maintains office records and records of permits issues by the department in which the position is assigned. Maintains and or organizes office filing procedures.

4. Handles incoming mail; distributes as appropriate and necessary.

5. Maintains and updates all computer files and records, including a computerized permit tracking system.

6. Schedules appointments for supervisor and other staff when required. Arranges meetings, contacts appropriate parties.

7. Assists with administrative procedures related to state and federal grant programs. Performs various office accounting procedures related to the paying of bills, ordering of supplies, handling payroll, and other department financial records.

8. Performs other related duties as assigned.

Minimum Qualifications:
Graduation from a high school/GED equivalent PLUS two (2) years of experience in general office practices such as data entry, filing, recordkeeping and bookkeeping; OR any equivalent combination of related education and experience.

Working knowledge of modern office practices and procedures; working knowledge of computers and electronic data processing including word processing, spreadsheets and database management; Skill in operation of listed tools and equipment.

Some knowledge of accounting principles and practices.

Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

Tools and Equipment Used:
Multi-line telephone system; computer using complex database, word processing and desktop publishing software; multi-function copier, postage machine; fax machine; calculator.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud.

Selection Guidelines:
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above 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 of the work similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer once the employer has met bargaining obligations with the union.

The Town enjoys a long tradition of active, participatory, & professional government, and seeks a workforce that reflects the diversity of the community.