Administrative Assistant

Company Description

Located along the scenic Long Island Sound, the Town of Guilford is a blend of residential and summer community charm. With a population of 22,500 and covering 47.6 square miles, it is situated between Branford and Madison, serving as a serene suburb of New Haven. The town is renowned for its historic character, including the picturesque Town Green surrounded by tree-lined streets and some of New England’s largest collections of historic homes. Guilford continues to preserve its rich heritage while cultivating a dynamic commercial and industrial area, supported by convenient access to Interstate 95 and rail transportation. Residents and visitors enjoy boutique shops, antique markets, art galleries, and historical landmarks that celebrate Guilford’s storied past.

POSITION SUMMARY:

Provides administrative assistance to the Building and Health Departments, while working

under the general direction of the Chief Building Official and Office Manager and in

coordination with the Building Permit Technician, and works closely with other Administrative

Assistants. Facilitates and assists in the process of various permits. Responsible for procurement procedures, purchase order requisitions, fee deposits, accounting, and maintaining established department general ledger account. Represented by the Guilford Employees Association (GEA).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

o Greets applicants, directs them to the appropriate departments needed for signoff and

informs them of required documentation for permit review and other assistance as

needed.

o Answers general questions regarding Building permits and assists applicants in filling

out Building applications in person, by phone, mail, or e-mail'

o Provides administrative assistance and schedules appointments for the Building

Department, using multiple calendars.

o Answers incoming telephone calls, routes or transfers calls, and places calls for the

Building Department, while also following-up on calls left in voicemail messages.

o Sorts and routes incoming mail within the Building Department and distributes

interoffice mail to various departments in Town Hall South.

o Reviews permit applications for accuracy, completeness, researches files and contacts

applicants for additional information when necessary.

o Prepares and compiles inspection cards and sheets for the Building inspectors daily and

• scans completed inspection sheets into the Building Department digital shared folder.

Inputs annotated inspectors' notes into permitting database/portal.

Reviews and prepares Certificate of Occupancy/Certificate of Approval (CO/COA)

issuance, verifies statues of Certificate of Occupancy (CO) for department signatures

and schedules appointments for customers with Building Official for CO/COA issuance

and verification of closeout documentation.

Maintains files in accordance with Connecticut Freedom of Information Act (FOIA)

requirements.

Maintains all building files past and present.

Prepares files for outside scanning and/or storage.

Assists customers with issues in MUNIS, EnerGov, EPL or other database software.

Scans, uploads, permit files, and historical documents into online permitting

portal/system.

Informs customers if property taxes are shown as delinquent in MIJNIS, EnerGov, or

EPL systems.

Prints copies of application or permits for customers. Scans and emails various forms,

files, and instructions for municipal record or search database request.

Maintains records including building permits, reports and inspections.

Processes closed/completed building permits per State's record retention process.

Composes, types, and files routine correspondence and other records.

Calculates and collects proper application fees and makes timely deposits.

Works closely with all Administrative Assistants, while also working independently.

Complies with all proper safety procedures and regulations.

Treats other employees, and any others with whom there is contact, with courtesy,

respect and professionalism.

Works cooperatively and constructively in resolving issues or problems.

Performs other related duties, as assigned.

Knowledge of local government and the structure of the Town of Guilford.

o Knowledge of computer systems including Word, Excel, Outlook, MLINIS, EnerGov

and EPL software.

o Knowledge of building permit processes and municipal procedures preferred.

o Knowledge of office procedures, record-keeping, and bookkeeping procedures.

. Skills in inter-personal relations to effectively deal with the public.

Ability to read, analyze, and interpret documents such as safety rules, general business

periodicals, technical procedures, govenment regulations, operating and maintenance

instructions, and procedure manuals.

Ability to write reports, business correspondence, and procedure manuals.

Ability to effectively present information and respond to questions from employees and

the general public.

Ability to file and maintain accurate records.

Ability to add, subtract, multiply, and divides in all units of measure, using whole

numbers, common fractions, and decimals.

Ability to solve practical problems and deal with a variety of concrete variables in

situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or

schedule form.

Ability to establish and maintain effective working relationships with staff, public, and

elected officials.

Ability to speak clearly and concisely both in oral and written communication.

Ability to work with standard office equipment including, but not limited to copying,

scanning, faxing, and utilizing technology and multi-line phone system.

• Ability to perform duties with awareness of all Town requirements and policies.

Ability to comply with all applicable federal, state, and local safety and health

regulations that would apply to this job.

Ability to maintain effective working relationship with other Town departments and

employees, business community and general public.

Ability to meet and serve the public pleasantly, tactfully and informatively.

Ability to treat other employees, and those with whom they come into contact, including

the public, with courtesy, respect and professionalism.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an

employee to successfully perform the essential functions of this job. Reasonable

acCommodations may be made to enable individuals with disabilities to perform the essential

functions.

While performing the duties of this job, the employee is regularly required to sit and talk or

hear. The employee occasionally is required to walk and reach with hand and arms. The

employee needs grip strength to take notes andlor minutes for long periods of time.

The position frequently requires extensive typing on the computer. The position requires the

individual to meet deadlines with severe time constraints and to interact with the public and

other workers. Specific vision abilities required by the job include close vision and the ability

to adiust focus. The employee must occasionally lift andlor move up to thirty (30) pounds.

EDUCATION AND/OR EXPERIENCE:

High school diploma or general education degree (GED) plus specializedtraining andlor six (6)

to nine (9) months' related experience, or equivalent.

WORK ONME,NT:

The work environment characteristics described here are representative of those an employee

encounters while performing the essential function of this job. Reasonable accommodations

may be made to enable individuals with disabilities to perform the essential functions.

Job requires frequent interaction with general public. While performing the duties of this job,

the employee is occasionally exposed to outside weather conditions.

The information contained in this job description is for compliance with the American with

Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.

• Additional duties may be required.