Assistant Office Administrator - Cd&P

Description

Under direction and supervision of the Office Administrator, perform a variety of technical and paraprofessional duties as well as general customer service and administrative duties in support of the services and activities of the Community Development and Planning Department. Utilize established guidelines and explain permit processes and department procedures to building contractors, architects, engineers, builders, and the public pertaining to land development and improvement, permit requests, and related concerns. Serve as liaison between staff and customers and assist the public in the application process for building, planning, conservation, health permits and other developmental processes. Assist in issuing various permits. Provide general customer support Andover's residents, businesses, and visitors.

Responsibilities

• Perform limited reviews of all permit applications, plans, and supporting documents for completeness and compliance with legal standards and Town requirements; direct information to appropriate staff. As assigned, process, schedule inspections for, and/or issue various permits including but not limited to building, electrical, plumbing, gas, health, conservation, planning, and other related permits.

• Monitor permit workflow and online application processes to ensure timely routing and coordination with appropriate staff.

• Assist customers and staff with operating the Andover online permitting systems, geographic information systems, scheduling inspections, and related applications.

• Aid customers; respond to questions about general department procedures and permit processes within level of expertise and authorization, referring more complex issues to supervisor or appropriate staff.

• Perform scanning, indexing, electronic file manipulation, and related work associated with implementing and maintaining a document management system.

• Assistinrespondingtoquestionsandprocessingactivitiesrelatedtoboardsandcommitteessupportedby Community Development and Planning, and serve as backup to the other administrative staff who supportcommitteeactivities. In particular, asassigned,performdutiesassociatedwithcommitteesupportsuchaspreparingagendas,compiling,and distributing meeting packets, and attending evening publicmeetings.

• Develop and maintain a comprehensive set of standard operating procedures for department-wide and division specific procedures.

• Perform daily and monthly fee balancing with the Treasurer's Office. Calculate, review, receive, and process payment for permit and license fees and issues receipts; post payment information to departmental, fiscal, or other records according to standard procedures; handle and balance cash drawer to appropriate accounts and reconciles reports.

• Answer telephones, fax, or emails. Operate standard office equipment, including job-related computer hardware and software applications, and multi-line telephones. Responds promptly to requests for records.

• Provide a wide range of customer service and support to residents, businesses, and visitors.

• Contribute to centralized services.

Perform related duties as required.

Qualifications

Skills, Knowledge and Abilities

• Must have exceptional customer service and interpersonal communications skills.

• Ability to interact effectively and pleasantly with a wide variety of individuals including customers, co-workers, outside professionals, and members of the public.

• Knowledge of standard office procedures, practices, forms, and equipment; dexterity and accuracy in operating adding machines and word processing keyboards.

• Must be proficient in Microsoft Office Word, Excel, and capable of learning new software with limited direction.

• Ability to prepare routine correspondence and reports.

• Ability to understand, learn, interpret, and explain policies and procedures, and to apply such guidelines appropriately to different situations.

• Ability to effectively operate and train others on web-based permitting systems and geographic information systems as part of assisting with permitting and development.

• Ability to understand, select and perform basic mathematical calculations, efficiently and accurately. Ability to perform multiple tasks simultaneously despite constant interruptions.

• Ability to perform detailed work accurately with limited oversight.

Education and Experience

Duties require bachelor's degree and knowledge of office administration, general knowledge regarding permitting and development, financial transaction record keeping and automated office systems and procedures; 2-3 years related experience; or any equivalent combination of education and experience.

Supplemental Information

Physical Elements

• Normal office environment, not subject to extremes in noise, temperature, odors, etc.

• Intermittent standing to assist customers or other staff members. Frequent interruptions to assist customers in the office or on the phone.

• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.

• Regular lifting and carrying of files, documents, records, etc.

FLSA Status: Non-exempt

Grade: IE-16

Standard Work Week: 36.25

Job Code: 6151

Risk Code: 8810

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.