Department Assistant

EMPLOYMENT OPPORTUNITY

Town of Lexington

We are currently accepting applications for the full-time, 35 hours per week, plus occasional evening meetings, position of:

Department Assistant

Land Use, Housing and Development Department

Starting Hourly Range: $27.43-$31.26

Plus excellent benefits package

The REQUIRED Town of Lexington application form must be received in the Town’s Human

Resource Department. This position will remain open until filled with preference given to

applications received by Friday, January 12, 2024.

GENERAL SUMMARY:

Under the general supervision of the Office Manager, performs a variety of clerical, administrative and customer service work to support the overall functioning of the Land Use, Housing and Development

Department, including the Building, and Conservation Offices. Provides primary support to a specific

Office and a specific Board/Commission as assigned.

ESSENTIAL JOB FUNCTIONS:

• Provides customer service in person and by phone related to permitting and other Department services.

Provides information, materials, and technical assistance to residents, abutters, contractors, vendors, governmental agencies, developers, and other Town departments, conducting research as necessary.

Coordinates correspondence via email, US mail, and telephone.

• Coordinates intake of building, and/or conservation permit applications and reviews for completeness.

Routes applications to necessary staff for comment, tracks application process, and closes when permit is issued. Receives applications at public counter, collects application fees, and guides applicants through the permitting process. May draft and issues minor permits.

• Provides administrative support to the Historic District Commission, the Historical Commission, the

Conservation Commission, or the Board of Appeals. Receives applications for hearings, attends meetings and hearings, and writes minutes. Prepares and posts calendar, agenda, legal advertisements, and Abutters notices. Prepares and distributes packets and prepares signature sheets and other meeting materials. Sets up and breaks down meeting rooms.

• Drafts Commission/Board decisions and notifies abutters and applicants of results. Drafts other documents, including Certificates of Appropriateness and permit cover sheets and letters. May notarize and issue permits that have been approved and signed.

• Provides administrative support to the Conservation Director, the Building Commissioner, Building

Inspectors, and/or Coordinator. May schedule yearly safety inspections and coordinate intake of inspection requests.

• Receives, reviews, and/or processes other permit, license, and certificate applications for other

Boards/Commissions and other Offices within the Department. May process notices of intent, petitions for variances, abbreviated notices of resource area delineations, and appeals of decisions made by the

Zoning Enforcement Officer.

• Prepares or assists in preparing cash turnovers for daily receipt of application fees and submits to

Treasurer.

• May prepare invoices to be sent to local establishments for annual Weights and Measures Services.

Tracks and deposits payments received.

• Maintains a variety of print and electronic files and records. May oversee records management and assist in developing protocols. Researches files as needed and directed regarding specific property issues.

• Acts as back up to Land Use, Housing and Development Assistants in all Offices of the Department.

• Performs basic office tasks such as answering phones and routing calls; preparing spreadsheets, correspondence and other documents; and processing incoming and outgoing mail.

• Performs special projects and other related duties as required, directed, or as the situation dictates.

• Regular attendance at the workplace, and monthly board and committee meetings as assigned, is required.

SUPERVISORY RESPONSIBILITY:

None

MINIMUM EDUCATION & EXPERIENCE:

• High School diploma or the equivalent and one to three years of increasingly responsible related administrative support experience.

ADVANCED EDUCATION & EXPERIENCE:

None.

QUALIFICATIONS:

Knowledge of:

• A strong commitment to the principles of diversity, equity, and inclusion as cornerstones of excellent public service.
• Modern office procedures, methods, and computer equipment.
• Principles and procedures of record keeping.
• English usage, spelling, grammar, and punctuation.
• Business letter writing and basic report preparation techniques.
• Effective customer service practices.

Ability to:

• Coordinate a variety of tasks and meet multiple deadlines while working in a fast-paced environment.
• Operate computer and various software necessary for performing assigned duties.

• Type at a speed necessary for successful job performance.
• Read, write, and effectively work with numbers.
• Work independently in the absence of supervision.
• Manage time effectively and stay organized
• Communicate clearly, both orally and in writing, and maintain effective work relationships.
• Effectively handle an environment which involves close contact with coworkers and the public, including upset customers.
• Obtain Notary Public certification

Work outside of normal work hours for regular Board or Commission meetings.

WORKING CONDITIONS & PHYSICAL DEMANDS:

Work is performed in a normal office environment subject to frequent interruptions, not subject to extreme variations of temperature, noise, odors, etc. Operates computer, printer, photocopier, web-based OpenGov permit application software, Laserfiche/Microfiche reader, voice recorder, fax machine, and other basic office equipment. Work requires extended periods of sitting, reaching, typing, and mousing, which requires eye-hand coordination and finger dexterity. May occasionally require lifting and/or moving objects up to 25 pounds.

The above statements are intended to describe the general nature and level of work being performed by

people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities

and duties required. 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.

*External and internal applicants, as well as position incumbents who become disabled as defined

under the Americans With Disabilities Act, must be able to perform the essential job functions (as

listed) either unaided or with the assistance of a reasonable accommodation to be determined by

management on a case by case basis.

APPLICATION PROCESS

All applicants are required to complete a Town application form, available from the Internet at www.lexingtonma.gov, emailing jobs@lexingtonma.gov, calling (781) 698-4590 or by visiting the

Human Resources Department. Resumes may be attached to the application form as additional information, but cannot serve as a substitute for completing the required application form.

CORI check required.

Application and cover letter must be received in the Town’s Human Resources Department.

Position will remain open until filled with preference given to applications received by Friday,

January 12, 2024.

The Town reserves the right to modify the application deadline, and/or accept applications after the deadline, to best serve the interest of the community.

After the deadline all applications will be reviewed and the most highly qualified candidates will be invited to one or more interviews. All applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.

Individuals who need accommodations in order to participate in this process should contact the Human

Resources Department.

Questions regarding this hiring process should be addressed to the:

Human Resources Department

Town of Lexington

1625 Massachusetts Avenue

Lexington, MA 02420

(781) 698-4590

Job Type: Full-time

Pay: $27.43 - $31.26 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $27 - $31