Department Assistant-Building

Town of Edgartown

Department Assistant-Building | $28.38-$40.39

The Town of Edgartown is seeking a customer-focused and organized professional to serve as Department Assistant in the Building Department. This position provides administrative and clerical support for a busy municipal office, assisting residents, contractors, architects, and other stakeholders with permitting, inspections, zoning inquiries, and general department operations.

Responsibilities include processing and tracking a variety of building-related permits, scheduling inspections, maintaining departmental records, collecting and reconciling fees, preparing payroll and bill warrants, assisting with budgeting and reporting, and responding to public inquiries regarding construction, zoning, land use, and related regulations.

Applications available at www.edgartown-ma.us or the Human Resource Office, Edgartown Town Hall 1st floor. Completed applications may be emailed to HR@edgartown-ma.us or mailed to PO Box 5130, Edgartown, MA 02539, ATTN: HR. Position is open until filled. The Town of Edgartown is EOE.

BUILDING DEPARTMENT

Department Assistant

DEFINITION

Position is responsible for providing administrative and secretarial support to the Building Department to discharge the duties of the office.

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 a logical assignment to the position.

• Processes permits and schedules inspections for Building Permits, Plumbing Permits, Gas Permits, Wiring Permits, Certificates of Compliance, Certificates of Inspection, Trailer Permits, Solid Fuel Burning Appliances, and Sign Permits; assists applicants in the application process; explains policies, procedures and regulations;

• Receives applications, reviews application and ensures for the accuracy and completeness of forms and information submitted, reviews building plans for completion and zoning compliance;

• Receives, records, reconciles and deposits all permit/inspection fees; maintains records for department files;

• Answers public inquiries concerning new construction, home improvements, land use, land planning, commercial use of property, status of land, flood plain, handicap access, and zoning;

• Answers public complaints concerning such matters as: construction, noise, debris, abandoned vehicles, outdoor display of merchandise, fences, hours of work, handicap accessibility, number of residents, and commercial activities in residential districts;

• Interacts with homeowners, contractors, architects, real estate agents, lawyers, law enforcement officials, other town agents, and county and state inspectors/agents to give or receive information regarding department operations;

• Performs a variety of administrative tasks, such as payroll, preparing bill warrants, receipts and budgets; prepares other reports relating to land use and permits as required or requested;

• Performs routine office tasks such as typing letters, filing, and copying forms;

• Performs a variety of related duties.

  
  

SUPERVISION RECEIVED

Under general direction, employee plans and prioritizes the majority of work independently, in accordance with standard practices. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy issues are discussed with supervisor.

ACCOUNTABILITY

The nature of work means that errors are usually detected in succeeding operations. Consequences of errors, missed deadlines or poor judgment may include time loss caused by back checking by others and slowdowns in the processing of the work. Errors are generally confined to a single department, such as billing or accounting errors.

JUDGMENT

The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.

COMPLEXITY

The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

NATURE AND PURPOSE OF CONTACTS

Relationships are primarily with co-workers, vendors and the public, involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons.

CONFIDENTIALITY

Employee has access to limited departmental sensitive and confidential information.

EDUCATION AND EXPERIENCE

High School diploma and one to two years of experience in a municipal setting; or any equivalent combination of education and experience. An Associate’s degree helpful.

KNOWLEDGE, ABILITY, AND SKILLS

Must have knowledge of departmental operations and procedures and office procedures.

Must have computer skills, including word processing, spreadsheets and databases; organization and communication skills. Must have exceptional customer services skills.

Must have ability to work independently; perform multiple tasks simultaneously despite interruptions, maintain effective working relationships; maintain detailed and extensive records and prepare accurate reports.

WORK ENVIRONMENT

The work is performed in an office environment. Noise or physical surroundings may be distracting.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

The work involves sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, banker’s boxes and office equipment weighing up to 30 pounds.

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.