Administrative Assistant II - Zoning Board of Appeals & Municipal Services

Position Title

Administrative Assistant IIZoning Board of Appeals & Municipal Services

Municipal Services

Director of Municipal Services

Non-Exempt, part-time, non-benefit eligible

Personnel Policies, Non-management, Grade 3

Hiring range $25.48‑$29.90. Full range $25.48‑$34.39

19.5 hours per week

Position available July 1, 2026

The Administrative Assistant performs administrativeoffice 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 complexoffice 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.

• Assists the Chairman, Board of Appeals in the preparation of agenda for Board meetings.
• Records minutes of meetings of the Board of Appeals and maintains accurate records for the purpose of record and legal appeals.
• Places proper legal advertisements in local newspapers as required by law.
• Processes all applications for accuracy and fulfilling requirements of General Laws, By-laws and rules and regulations.
• Notify all interested parties of hearings at which their interests may be affected.
• Accepts and accounts for sums of money from applicants covering fees for tentative plans and pre-qualification site analysis review.
• 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.
• Makes frequent contact with the general public and other town departments.
• 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 in person, by telephone, and in writing, and involve discussing semi-complex information; contacts with the public require considerable knowledge, patience and courtesy.
• Has access to department-level confidential information that requires the application of appropriate judgment, discretion and professional office protocols.
• May assist in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.
• May be required to attend special meetings and work on special projects; performs similar or related work as required or as situation dictates.
• Assists Municipal Services staff in the day to day operation of the office.
• Participates in meeting the informational needs of the general public and Board members.
• Responds to questions from the public.
• Assists staff, public and other departments in the furnishing of information and resolution of problems.
• Researches questions, handles unusual or difficult situations. Answers telephone and in-person inquiries, service requests and complaints from external and internal customers in a helpful, courteous and efficient manner. Ascertains the nature of the inquiry, service request or complaint. Those customers requiring assistance beyond the individual’s knowledge or experience are referred to the appropriate person or department.
• Exercises responsibility for the maintenance, either manually or by computer, of the important departmental records requiring the careful recording, classification and consolidation of information; posts and records information, updates data, checks, sorts, records and files various materials.
• Assists with special projects and numerous administrative tasks.
• Composes and/or types from copy a variety of correspondence, memorandums, meetings and legal notices, orders, warrants, vouchers, purchase orders, permits, reports, newsletters and agendas. Schedules appointments and meetings.
• Opens and processes mail.
• Distributes…