Senior Clerk, Building Department/Zoning

SENIOR CLERK, BUILDING DEPARTMENT/ZONING

Statement of Duties This class of Senior Clerk is common to several town departments where the duties are of similar complexity and responsibility, but where the actual work tasks are apt to be somewhat different. Performs a wide variety of complex secretarial assignments including initiating and typing correspondence and reports, maintaining an office filing system and preparing forms and other documents; may supervise clerical staff. The term "may" is used to allow for individual differences, and should be taken to mean, "may not" as well. Duties are descriptive but not restrictive, and not all of the duties listed are necessarily performed by all members of the class. Supervision Incumbent works under the general direction of the department manager or assistant, who checks on work principally through results achieved. In most instances, incumbent plans and carries out regular work in accordance with standard procedures and previous training. Technical and policy matters are discussed with superior(s). Most day-to-day work is performed with a high degree of independence. Must observe office procedures, state and local laws, rules and regulations. Employee as a regular and continuing part of the job leads other workers in accomplishing assigned work and also performs non-supervisory work that is usually of the same kind and levels as that of the group led. Job Environment Work at this level involves both standard and non-standard practices and procedures that require the incumbent to analyze and evaluate facts and circumstances. Incumbent is expected to process and handle a number of details with accuracy and completeness. In most instances, standard practices and general work applications govern the work activity of the incumbent, but are not always clearly applicable. The incumbent is expected to use judgment in selecting the appropriate course of action, and normally the choice is among available alternatives. Incumbent may be required to work beyond normal business hours. Errors made could result in delay or loss of service, negative public relations, monetary loss, and legal liability to the town. The incumbent has constant contact with the public through office proceedings and activities, answering of questions, civil process, payments, and recording of checks. Other contacts are typically with other state, local or educational agencies, volunteer groups, other town departments and personnel such as town secretaries and other town employees. Contacts occur in person, through use of the telephone and other communications equipment and writing. The incumbent may have access to information pertaining to lawsuits against the town, and may have access to confidential employee and client records. Incumbent works on a fixed daily shift. Position functions The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Essential Common Functions Maintains computerized department data bases, filing systems, financial and/or program records; performs arithmetical computations, including preparation of department payroll, accounts payable and receivable, perform purchasing functions for department, compile budget data and information. Establishes, maintains, updates and reviews vendor files, making changes when required; maintains records in a detailed and accurate manner. Receives, opens, screens and distributes mail to proper persons; receives telephone calls and furnishes assistance to callers and office visitors. Sets up hearings and meetings; takes notes or from tape recordings transcribes them in to the form of minutes; notifies interested parties of meeting/hearings. Attends a counter or reception desk, answering routine inquiries and complaints and routes requests to appropriate staff; explains procedures and/or policies based on knowledge of town services. Prepares purchase orders for Federal, State and Private Grants ensuring accuracy and maintenance of detailed and accurate records; processes the turnover of department receipts in accordance with town guidelines. Assists with preparation of the department budget as required. Building Department/Zoning Provides common clerical functions to the Building Commissioner, department inspectors, and the Sealer of Weights and Measures, including the scheduling of appointments, monitoring of Commissioner's inspections and the logging and preparation of Certificates of Use and Occupancy, Certificates of Inspection, building, wiring, gas and plumbing permits; the organization and maintenance of department files, budgetary accounts, and records in a detailed and accurate manner. May perform common clerical functions for the Zoning Board of Appeals. Serves as information and communications manager for the department responding to the public and processing, recording and depositing all permit applications. Handles inquiries in person and on the telephone. Minimum Required Qualifications Education and Experience A candidate for this position should have a High School Degree or equivalent, with advanced clerical training or certification preferred; one - (1) to three - (3) years office management or clerical experience in a municipal setting; or an equivalent combination of education and experience. Knowledge, Skills and Abilities A candidate for this position should have a thorough knowledge of Business English, spelling and arithmetic, modern office equipment, practices and procedures; ability to conduct basic arithmetical computations and tabulations with speed and accuracy; ability to maintain confidential information, take and transcribe meeting minutes, keep complex clerical records and prepare accurate, detailed reports from such records; demonstrate personal computer proficiency in office software products including but not limited to Excel, Accounts Payable, payroll, graphs, and tables; ability to prepare correspondence on routine matters, and perform routine office management details without referral to a supervisor; ability to establish and maintain effective working relationships with other staff, local officials and the public.

Job Type:

Full-time Pay:

$26.36 - $27.90 per hour

Benefits:

Dental insurance Health insurance Paid time off Retirement plan

Work Location:

In person