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Administrative Support Specialist

2 months ago

Lexington, Kentucky, United States Town of Lexington Massachusetts Full time

EMPLOYMENT OPPORTUNITY
Town of Lexington

We are currently accepting applications for the full-time position of:

Department Assistant
Land Use, Housing and Development Department

Starting Hourly Range:
$27.98-$31.89 (corrected salary range)
Excellent benefits package

GENERAL SUMMARY:
Under the general supervision of the Office Manager, this role encompasses a range of clerical, administrative, and customer service responsibilities aimed at enhancing the operational efficiency of the Land Use, Housing and Development Department, including the Building and Conservation Offices. The position provides dedicated support to a designated Office and a specific Board/Commission as assigned.

ESSENTIAL JOB FUNCTIONS:

  • Deliver exceptional customer service both in-person and via telephone concerning permitting and other departmental services. Offer information, materials, and technical assistance to residents, contractors, vendors, governmental agencies, developers, and other Town departments, conducting necessary research. Manage correspondence through email, US mail, and telephone.

  • Facilitate the intake of building and/or conservation permit applications, ensuring completeness. Route applications to relevant staff for feedback, monitor the application process, and finalize when permits are issued. Assist applicants at the public counter, collect application fees, and guide them through the permitting process. May draft and issue minor permits.

  • Provide administrative assistance to the Historic District Commission, Historical Commission, Conservation Commission, or Board of Appeals. Manage applications for hearings, attend meetings, and prepare minutes. Organize and post calendars, agendas, legal advertisements, and Abutters notices. Prepare and distribute meeting packets and other materials.

  • Draft decisions for Commissions/Boards and notify relevant parties of outcomes. Prepare other documents, including Certificates of Appropriateness and permit cover sheets. May notarize and issue approved permits.

  • Offer administrative support to the Conservation Administrator, Building Commissioner, Building Inspectors, and/or Stewardship Coordinator. May schedule annual safety inspections and coordinate the intake of inspection requests.

  • Review and process various permit, license, and certificate applications for other Boards/Commissions and Offices within the Department. This may include processing notices of intent, petitions for variances, and appeals of decisions made by the Zoning Enforcement Officer.

  • Assist in preparing cash turnovers for daily receipt of application fees and submit to the Treasurer. May prepare invoices for local establishments regarding annual Weights and Measures Services and track payments received.

  • Maintain a variety of print and electronic files and records. May oversee records management and assist in developing protocols. Conduct file research as needed regarding specific property issues.

  • Serve as a backup to Land Use, Housing and Development Assistants across all Department Offices.
  • Perform basic office tasks such as answering phones, routing calls, preparing spreadsheets, correspondence, and other documents, and managing incoming and outgoing mail.

  • Undertake special projects and other related duties as required or directed. Regular attendance at the workplace and monthly board and committee meetings is mandatory.

SUPERVISORY RESPONSIBILITY:
None

MINIMUM EDUCATION & EXPERIENCE:
  • High School diploma or equivalent, with one to three years of progressively responsible related administrative support experience.

QUALIFICATIONS:
Knowledge of:
  • A strong commitment to the principles of diversity, equity, and inclusion as cornerstones of excellent public service.
  • Modern office procedures, methods, and computer equipment.
  • Principles and procedures of record keeping.
  • English usage, spelling, grammar, and punctuation.
  • Business letter writing and basic report preparation techniques.
  • Effective customer service practices.

Ability to:
  • Coordinate multiple tasks and meet deadlines in a fast-paced environment.
  • Operate computer and various software necessary for performing assigned duties.
  • Type at a speed necessary for successful job performance.
  • Read, write, and effectively work with numbers.
  • Work independently in the absence of supervision.
  • Manage time effectively and maintain organization.
  • Communicate clearly, both orally and in writing, and maintain effective work relationships.
  • Effectively handle an environment involving close contact with coworkers and the public, including upset customers.

  • Obtain Notary Public certification.

Work outside of normal hours for regular Board or Commission meetings.

WORKING CONDITIONS & PHYSICAL DEMANDS:
Work is performed in a standard office environment with frequent interruptions, not subject to extreme variations of temperature, noise, odors, etc. Operates computer, printer, photocopier, web-based permit application software, and other basic office equipment. Work requires extended periods of sitting, reaching, typing, and mousing, necessitating eye-hand coordination and finger dexterity. May occasionally require lifting and/or moving objects up to 25 pounds.

The Town of Lexington is committed to Diversity, Equity, and Inclusion and actively seeks candidates who bring new voices and lived experiences to our organization.

The Town of Lexington is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status, or disability.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

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.