Assistant to the Director of Inspection Services/ Assistant Zoning Officer

Title: Assistant to the Director of Inspection Services/ Assistant Zoning Officer

Compensation: Grade 10;

$60,169 - $63,863

Department: Inspection Services

FLSA Status: Non-Exempt

Reports to: Director of Inspection Services/ Bldg Commissioner

Union Status: Non-Union

Effective Date: November 25, 2025

Benefit Status: Yes, 35 hrs/week

Summary: This is a customer-facing front-office role that requires an energetic, proactive professional who can work independently to deliver excellent service. This role supports the daily operations of the Inspectional Service Dept, including permit processing for building, plumbing, gas, mechanical, electrical, and weights and measures services, as well as receiving and approving materials upon delivery, and processing bills and invoices within Munis for payroll, accounts payable, and accounts receivable. Responsibilities include providing clear guidance to homeowners, contractors, real estate agents, and attorneys on permit processing, inspection procedures, and zoning laws. Manages and responds to various complaints from residents and other City departments, oversees all Freedom of Information Act (FOIA) requests and assists with budget preparation and monthly reports for the department. Requires strong customer service skills and a commitment to continuous learning in building and construction trades. Essential Functions The essential functions or duties listed below 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 if the work is similar, related, or a logical assignment to the position.

• Manages department operations related to issuing building, plumbing, gas, and electric permits in accordance with city ordinances and state building codes.
• Delivers responsive, courteous and culturally sensitive customer service by phone email or in person. Investigates and resolves customer complaints or directs them to appropriate resources.
• Contributes to collaborative work culture that values diverse perspectives and flexibility.
• Supervises the daily functions of Plumbing/Gas and Electrical Inspectors and schedules daily building inspections.
• Addresses online permitting issues with collaboration with the software provider, Simplicity.
• Schedules and maintains the State-mandated, multi-family, assembly, and liquor license 110 Certificate of Inspection program.
• Manages accounts payable and accounts receivable following Auditor’s and Treasurer’s procedures.
• Prepares and submits weekly payroll, including recording accruals, step increases, longevity pay, sick leave buyback, etc.
• Assists the Director with managing and monitoring the department’s budget; forecasting expenses and preparing required reports.
• Prepares and files court documents.
• Maintains online permit issuance and tracking records.
• Maintains the department's webpage and other projects and administrative tasks as assigned.
• Overseas, all Freedom of Information Act (FOIA) requests for the department.
• Processes payments and schedules continuing education for inspectors.
• Prepares the monthly Schedule of Payments for the Treasurer.
• Handles all Certificates of Occupancy for both home-based businesses and residential or commercial properties manually and issues Certificates of Occupancy required for Clerk-issued business certificates.
• Perform other duties as necessary.

Supervision

Supervision Scope: Performs varied and technical department functions requiring an in-depth working knowledge of city ordinances, city zoning, state and city rules and regulations for issuance of building, plumbing, gas, and electrical permits. Exercises judgment and initiative, particularly in situations not clearly defined by precedent or established procedures.

Supervision Received: Works under the general supervision of the Director of Inspection Services, following state and city regulations, ordinances, and laws. Duties require the ability to complete tasks independently.

Supervision Given: Directs and manages four inspection employees.

Recommended Minimum Qualifications

Education, Training, and Experience:

An associate’s degree is preferred, along with technical training and education in plumbing, wiring, electricity, and building construction, or an equivalent combination of education, training, and experience. Three years of experience in accounts payable and receivable is also needed. Demonstrating expertise and proficient skills in data entry, computer operations, and customer service is essential.

Special Requirements:

• Massachusetts Certified Permit Technician, or the ability to become certified within 12 months.
• Knowledge of City Zoning.
• Valid Driver’s License required.

Knowledge: Experience in accounts payable and receivable. Understanding of plumbing, electrical work, wiring, and construction to ensure compliance with city ordinances and building codes. Strong skills in accounting and financial recordkeeping; well-organized; capable of multitasking; extensive knowledge of city zoning laws and building codes; familiarity with city and town government. A solid grasp of city, state, and local laws is essential. Deep knowledge of building and construction trades. Ability to manage and supervise staff.

Ability: Ability to interact appropriately and tactfully with the homeowners, co-workers, contractors, lawyers, real estate agency and the general public; ability to apply understanding of city/state codes regulations; ability to provide instruction on inspections process; ability to maintain detailed records; ability to explain Department regulations, policies and procedures to the staff, the public, contractors, architects, and other city departments; ability to work independently; ability to supervise and manage staff; ability to function effectively in a fast-paced environment; ability to plan and schedule; the ability to multi-task and ability to set and follow detailed timetables. The ability to collaborate and appreciate others’ viewpoints.

Skills: Excellent interpersonal, organizational, and customer service skills. Proven experience providing customer service to the public, colleagues, homeowners, vendors, residents, and other clients with tact, good judgment, courtesy, respect, and discretion. Able to work effectively with diverse groups and maintain a culturally sensitive and relevant approach. Skilled in demonstrating adaptability and open to diverse perspectives. Excellent written and verbal communication skills, along with strong data entry and computer abilities, including MS Office applications, report generation, and spreadsheet formatting. Proficient in training and educating customers on permitting processes and ordinances.

Job Environment

• Work is performed in a business office environment with moderate noise levels.
• Work is subject to fluctuations, administrative deadlines, and is fast-paced.
• Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment.
• The employee has frequent contact with the general public, attorneys, vendors, real estate agents, homeowners, and coworkers.
• The employee has access to employee confidential information and confidential property records.
• Errors could result in delay of or loss of service.

Physical Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation 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 talk and hear, use their hands to finger, handle, or feel, and reach with their arms and hands. The employee is occasionally required to stand, walk, sit, climb, or balance, and stoop, kneel, crouch, or crawl. The employee occasionally must lift and/or move objects weighing up to 10 pounds and rarely must lift and or move objects weighing up to 30 pounds. Vision and hearing at or correctable to normal ranges to read documents and analyze data. Close, distance, color, peripheral vision, and depth perception are necessary for safe and precise inspections. This position requires the ability to operate a keyboard at an efficient speed and operate office machines and tools effectively.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

The City of Melrose, MA is an Equal Opportunity Employer. Diverse candidates are encouraged to apply. No Residency Requirement.

In the City of Melrose we value diversity, equity, and inclusion and believe that everyone in the community deserves excellent public services and access to resources regardless of race, gender/gender identity, religion, ethnicity, physical abilities, age, sexual orientation, veteran status or personal experience. We believe in the benefit of diversity which allows us to become aware of varied ways of engaging with citizens and to discover, design and deliver enriched solutions & services for our community. The City embraces and encourages all qualified candidates to apply.

Job Type: Full-time

Pay: $60,169.00 - $63,863.00 per year

Benefits:

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

Application Question(s):

• Why work for us?
• Are you a Massachusetts Certified Permit Technician, or will you be willing to become certified within 12 months?

Education:

• Associate (Preferred)

Experience:

• Municipal: 3 years (Preferred)
• Customer Service and Administrative: 3 years (Preferred)

Work Location: In person

Salary : $60,169 - $63,863