Administrative Assistant II - Zoning Board of Appeals & Municipal Services

Position Title: Administrative Assistant IIZoning Board of Appeals & Municipal Services

Department: Municipal Services

Reports To: Director of Municipal Services

FLSA Status: Non-Exempt, part-time, non-benefit eligible

Position Grade: Personnel Policies,Non-management, Grade 3

Rate: Hiring range $25.48- $29.90. Full range $25.48-$34.39

Work Schedule: 19.5 hours per week

START DATE: Position available July 1, 2026

Nature of Work:
The Administrative Assistant performs administrative office management function to the Municipal Services Department and provides administrative support to the Board of Appeals and the Director of Municipal Services.

This position entails the performance of complex office tasks requiring composing and typing correspondence, reports, computer data entry work, record keeping, filing, and, working directly with customer sand other municipal personnel. The Administrative Assistant is responsible for maintaining and improving upon the efficiency and effectiveness of all are asunder his/her direction and control.

2. Supervision Received:
Works under the direct supervision of the Director of Municipal Services and in accordance with applicable state and local laws and regulations.

3. Confidentiality:
Employee has regular access to confidential information of the department. Confidentiality must be maintained with regard to this information in accordance with Departmental Policy and the Public Records Act.

4. Accountability:
Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town. Consequences or errors, missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions,excessive costs, delay of service delivery and adverse public relations.

5. Judgment:
Guidelines may be in the form of administrative or organizational policies, general principles, legislation or directives that pertain to a specific department or functional area. Extensive judgment is required to develop newor adapt existing methods and approaches for accomplishing objectives or todeal with new or unusual requirements within the limits of the guidelines or policies.

6. Complexity:
The work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field. Assignments typically concern such matters as Board of Appeals and recommending improvements.

7. Nature and Purpose of Public Contact:
Employee interacts constantly with co-workers and the public. The employee deals with the public and other individuals regarding information pertaining to them in the Town's record sunder the Administrative Assistant's assigned responsibilities. Excellent communication and customer service skills are required involving courtesy,tact, and diplomacy in resolving complaints or concerns of the public and inworking with co-workers, State and County agencies.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

1. Assists the Chairman, Board of Appeals in the preparation of agenda for Board meetings.

2. Records minutesof meetings of the Board of Appeals & Board of Health, and maintains accurate records for the purpose of record and legal appeals.

3. Places proper legal advertisements in local newspapers as required by law.

4. Processes all applications for accuracy and fulfilling requirements of General Laws, By-lawsand rules and regulations.

5. Notify all interested parties of hearings at which their interests may be affected.

6. Accepts and accounts for sums of money from applicants covering fees for tentative plansand pre-qualification site analysis review.

7. Works approximately nineteen and one half (19.5) hours per week -- this includes evening meetings as required. Typically 2 meetings per month, except August, with an occasional additional night meeting as needed.

8. Makes frequent contact with the general public and other town departments.

9. Has contact with

Town Counsel, municipal. local, state, and federal officials, developers,engineers, licensed business owners, contractors, attorneys, courts, real estate brokers, business owners and consultants. Contacts are primarily inperson, by telephone, and in writing, and involve discussing semi-complex information; contacts with the public require considerable knowledge, patience and courtesy.

10. Has access to department-level confidential information that requires the application of appropriate judgment, discretion and professional office protocols.

11. May assist in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.

12. May be required to attend special meetings and work on special…