Administrative Assistant - Building

Please apply through the Town of Falmouth Employment Opportunities website: https://www.falmouthma.gov/723/EmploymentCurrent-Job-Openings

The Town of Falmouth seeks a highly motivated administrative professional to be our next full-time Administrative Assistant for our Building Department. The successful candidate has strong administrative and clerical experience in a professional office setting, meticulous attention to detail, and excellent customer service skills. This is a full-time, benefited position that works on-site at the Town Hall in our high-volume and fast-paced Building Department 37.5 hours per week, Monday through Friday from 8 a.m. to 4:30 p.m.

The Administrative Assistant performs administrative, technical, and clerical work in support of the Building Commissioner/Zoning Enforcement Officer and other permitting, planning, and preservation departments. Under the direction of the Building Commissioner, this position also oversees the daily operations of the Building Department’s other clerical support staff of two full-time Administrative Clerks and a part-time Scanning Clerk by assigning and reviewing work and ensuring that various documents such as building permits, certificates of inspection, and certificates of occupancy are processed and issued in a timely and efficient manner.

The Administrative Assistant processes all authorized departmental invoices, monitors and keeps the Building Commissioner informed of account balances, maintains the associated records, and prepares and submits reports of varying complexity. This position also maintains departmental employee files, employee attendance and accrual records, and prepares and submits the department’s payroll for processing. Other duties include but are not limited to: providing general secretarial assistance to all inspectors, including scheduling inspection appointments; assisting customers over the phone, in writing, or in person at the department’s customer service window; processing permits, licenses, and other documents; collecting and processing fees and/or fines and attempting collection on returned checks; balancing the cash drawer; preparing deposits; posting payments; ensuring that all contractors’ licenses and insurance guarantees are current; ensuring that all applicable board and department approvals are in place before any permits are processed and acting as a liaison to applicable departments to keep these processes moving forward; and performing other clerical work such as ordering supplies, processing departmental mail, and providing calendar management for the Building Commissioner. This position also performs limited technical work by reviewing correspondence such as certified “as-builts” to determine if they are routine and ready to process or need to be referred to the Building Commissioner for follow-up.

Minimum Qualifications: Associate degree in business administration or related field with courses in office procedures and business practices; four (4) years of progressively responsible experience in administrative, clerical, and/or bookkeeping work; or any equivalent combination of education, training, or experience which demonstrates possession of the required knowledge, skills, and abilities necessary to perform the essential functions of the position. Municipal experience preferred.

The successful candidate has strong computer, software, Microsoft Office, organizational, and customer service skills. The successful candidate has the ability to work independently with a high degree of accuracy, to deal tactfully and appropriately with the general public and other Town departments, to maintain detailed and extensive financial and other records, to recommend and implement operational efficiencies, and to train and supervise the work of other clerical staff.

Expected Starting Range: Step 1 ($29.36/hour) – Step 3 ($31.75/hour), commensurate with qualifications and experience, with room to advance along the 7-step pay scale. Comprehensive benefits package, including 13 paid holidays per year; vacation/sick/personal paid time off; professional development opportunities; Town contribution of up to 75% of the cost of health insurance; cost-effective dental, vision, life insurance, and disability policy plans; enrollment in the Town’s defined benefit pension plan; and voluntary pre-tax and Roth 457(b) plans.

Preference Date to Apply: Friday, April 18, 2025 by 4:30 pm. The position will remain open until filled, but candidates who apply by the above date and time will be given preference over later applications. Candidates are encouraged to upload a cover letter and resume with their application.

The Town of Falmouth is proud to be an EEO/AA employer. Applicants must have the ability to effectively work and interact with individuals and groups of various abilities, cultures, backgrounds, and identities.

Please apply through the Town of Falmouth Employment Opportunities website: https://www.falmouthma.gov/723/EmploymentCurrent-Job-Openings

Job Type: Full-time

Pay: $29.36 - $31.75 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $29 - $32