TITLE:
Administrative Assistant
QUALIFICATIONS:
- Secretarial & office management experience – municipal experience a plus
- General knowledge of bookkeeping
- Adept at word processing (Word) and spreadsheets (Excel)
- Skills with scheduling and managing multiple priorities
- Recordkeeping/document management
- General knowledge of or ability to familiarize self with NH RSAs and Town of Newton Ordinances and Regulations
- Team player able to interact in a professional manner with applicants, other departments, Boards and Town officials
REPORTS TO:
Zoning Board of Adjustments Chair
ROLE:
The Administrative Assistant (AA) is solely obligated to the Zoning Board of Adjustments (ZBA) and shall assist the Chair and the Board in carrying out their responsibilities per the Town regulations and relevant provisions of the NH RSAs. He/she shall serve primarily as the office and documentation manager; recorder for board meetings; and shall receive, check, and schedule applications for Board action; and distribute information. The Administrative Assistant has no authority other than as directed by the Board.
RESPONSIBILITIES OF THE ADMINISTRATIVE ASSISTANT (AA):
MEETINGS & MINUTES
- Prepare Agenda:
Work with the Board Chair to draft the agenda according to the Board’s standard format. Prepare legal notices according to Board’s standard format. Post agendas in not less than 2 public places at least 24 hours prior to the meeting (one place must be the Board’s webpage). Packets containing copies of the meeting agenda and all relevant supporting documentation and correspondence shall be mailed to the Board members and alternates by the Thursday before the Monday meeting.
- Meeting prep: Prepare the meeting hall 1 hour to the meeting and make sure all the materials are in readiness.
Prepare the meeting hall prior to the meeting and make sure all materials are in readiness.
- Minutes:
Take minutes of meetings and public hearings according to the Board’s standard format. Record motions verbatim, with mover, second and vote of the Board. Any recordings used to prepare the minutes shall be erased or deleted as soon as the minutes are typed.
- Recording of the Minutes:
A copy of the minutes is due within 144 hours of the meeting and distribute copies to all Board members and alternates in the next meeting’s board packet. As soon as they are adopted copies shall be distributed electronically to: Conservation Commission, Planning Board, Building Dept., Road Agent, Police Chief and Fire Chief, with a paper copy going to the Town Clerk and Selectmen’s offices.
SENDS APPLICATIONS TO THE BOARD:
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