Administrative Assistant II, Assessor & Inspectional Services

Overview

The Town of Adams is accepting applications to fill the shared Administrative Assistant II position between the Offices of the Assessor and Inspectional Services.  This position performs a wide range of support functions in a fast-paced office environment including, but not limited to preparing property sales reports, reviewing deeds and plans received monthly from the Registry of Deeds, and entering data of all property changes (i.e., billing or appraisal changes).

Amongst other duties, the position is also responsible for supporting the operations of the Inspectional Services Department, including preparing and posting agendas and minutes for meetings of the Board of Health, responding to public information requests, assisting with the preparation of code enforcement orders, and the collection and record keeping of department fees and procurement records.

The ideal candidate will be highly energetic, accurate, and possess excellent communication and organizational skills.  Strong attention to detail, accuracy, and high discretion are essential in this position.  In the absence of the department head, the employee may be responsible for basic decisions to maintain office operations.

Applicants must be able to juggle multiple tasks, maintain multiple phone lines, and have a strong commitment to customer service. Applicants should possess a high school diploma, associate’s degree in administrative skills; business-related or field preferred, or five years in governmental record keeping or administrative assistant experience; or an equivalent combination of education and experience.

Hourly rate is $19.22 to $20.22 depending on qualifications. This is a full-time, 35-hour-per-week position with benefits including paid time-off, state/federal holidays, pension, health, life, and dental insurance. A deferred compensation plan is also available. A detailed job description and a required application form is available from the Town Administrator’s Office, 8 Park Street, Adams, MA 01220. Candidates should submit their cover letter, resume, and Town Employment Application to the Office of the Town Administrator, Adams Town Hall, 8 Park Street, Adams, MA 01220, or via email to employment@town.adams.ma.us. Employment Applications can be found at shorturl.at/klCJS 

Review of applications will begin immediately and should be received by 4:00 PM on April 7, 2023. This position will remain open until filled.

General Duties

This position acts as administrative support to two (2) town departments; the Office of the Assessor and Inspectional Services.  Between these offices, the employee must effectively assist with the daily administration of a range of duties.

Assessor: This position performs a variety of administrative duties such as maintenance of official records and documents pertaining to real estate, personal property, motor vehicle excise, and various property tax relief programs.

Inspectional Services: This position performs a variety of administrative duties such as administrative tasks associated with inspectional services, facility maintenance, code enforcement, and public information.  Provides staff support to the Board of Health.

Supervision

Works under the direction of the Assessor and Building Commissioner.

The position performs a variety of responsible clerical and record-keeping duties, following existing policies, which requires the exercise of sound judgment and initiative in situations not clearly defined by established procedures.

The position informs the supervisors of progress in completing assignments and of any problems encountered; general advice and guidance from the supervisors is provided as needed.  Guidance from the supervisors is obtained on all critical and/or potentially controversial program or project issues.

Job Environment

Work is performed under typical office conditions including the operation of office equipment including computer, calculator, telephone, fax, and typewriter.

Makes frequent contact with town employees, other town departments, the general public, and regional/state agencies requiring courtesy and discretion.

The position has access to limited department-related confidential information.

Errors could result in a delay or loss of service, poor public relations, and financial or legal repercussions.

Essential Functions

Assessor:

• Prepares property sales reports; reviews deeds and plans received monthly from the Registry of Deeds.
• Reviews maps and prepares reports on changes in maps and other property data; assists the public in the reading of maps; enters data of all property changes (i.e., billing or appraisal changes) into computer; updates property record cards (field card).
• Reviews and records building permits; schedules field visits; researched property data.
• Assists the public with filling out exemption and abatement forms, making certain the applications are filed in a timely fashion; keeps records and reports monthly to the Tax Collector.
• Processes motor vehicle excise bills, commitments, abatements, and reimbursements.

Inspectional Services:

• Prepares and posts agendas for meetings of the Board of Health, assembles necessary documents, and attends, records, and transcribes minutes of meetings.
• Receives telephone calls and visitors; schedules appointments; coordinates meetings; answers routine inquiries; routes complaints and concerns to appropriate individuals or agencies.
• Prepares general correspondence; researches material for and responds to public information requests; assists with the preparation of reports; assists with the preparation of code enforcement orders and preparation of permits; collects and records fees; schedules appointments for the Building Commissioner and the Code Enforcement Officer; processes bills, maintains procurement records; keeps accurate records of office activities.
• Monitors the online permitting software and responds to inquiries/requests through the system.

Physical Requirements

Minimal physical effort is required to perform duties under typical office conditions and to complete typical office tasks outside of the office such as deliveries, mail, and securing supplies.  The position requires the ability to operate a keyboard.

Recommended Minimum Qualifications

Education and Experience

Associate’s degree in secretarial skills, business administration, or related field preferred; two years responsible experience in clerical support, office administration, or record keeping; or any equivalent combination of education and experience.

Knowledge, Ability, and Skill

Working knowledge of office practices and procedures; general knowledge of department operations, policies, and procedures; familiarity with municipal government.

Skilled at typing, data entry, spreadsheets, and word processing; strong organization, communication, and problem-solving skills.