Town of Epsom, NH
POSITION: Office Assistant DEPARTMENT: Administration
FLSA STATUS: Non-Exempt REPORTS TO: Board of Selectmen
GENERAL SUMMARY
Performs a variety of clerical, receptionist, and secretarial functions including assisting the Planning Board, Zoning Board of Adjustment, Zoning Compliance, and Assessor, word processing, data entry, electronic posting and other office duties. This work requires the ability to coordinate with other Town departments and to interact with the public.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Maintains the supply of various applications/forms used by the Town.
- Organizes and maintains filing systems in various areas, both print and electronic.
- Posts meeting agendas and minutes as required by State Statute.
- Opening and/or closing duties.
- Delivers, retrieves, and processes incoming and outgoing mail.
- Accept applications, copies, permits and fees and tracks applications and fees accordingly. Works with applicants during the application intake and ensures all proper documentation is included and submits applications to the proper departments. Remit all fees to the Finance Administrator with the proper documentation.
- Assist the Zoning Compliance Officer with generating and distributing Zoning permits.
- Responsible for reading and interpreting deeds and updating the assessing software with any necessary changes.
- Organizes and sends out the new resident “Welcome Letters”.
- Provides clerical support with the preparation of correspondence via email and US mail.
- Responsible for Webster Park reservation scheduling, processing, and tracking.
- Provides back-up to the Administrative Assistant and Finance Administrator as needed.
- Assist Planning Board with filing and keeping file room in order.
- Responsible for intake of new Exemption and Credit applications for review by the Assessor and Select Board.
- Provides assistance with property file requests and research.
- Responsible for processing Right to Know requests pertaining to land use boards and property files.
- Contact the Health Officer when necessary.
- Responsible for sending abutters letters, posting public hearing notices, and processing legal requests for land use boards.
- Provides administrative support for the Zoning Compliance Officer, Town Assessor, Health Officer, Zoning Board of Adjustment, and Planning Board.
- Acts as co-administrator of the Town website and Facebook page.
- Manages Town calendar for boards and committees.
- Oversee the accuracy of the Tax Maps (paper and digital) by working with the mapping provider to review for errors and to provide changes and updates.
- Responsible for eRecording Land Use Board Notices of Decisions with the Merrimack County Registry of Deeds.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience
High school diploma or equivalent with documented training in basic accounting, computer, secretarial and clerical skills. At least two years of general experience in a municipal office environment preferred or any equivalent combination of education and experiences which demonstrates the required knowledge, skills, and abilities. Willingness to continue training and education in Assessing and Land Use.
Knowledge, Skills and Abilities
- Modern office procedures, methods, and computer equipment.
- Principals and procedures of record keeping.
- Communicate clearly, both orally and in writing.
- Demonstrate organizational skills, decision making ability, and multitasking capabilities.
- Work independently in the absence of direct supervision.
- Maintain effective working relationships with the public and Town employees.
SUPERVISION EXERCISED
None.
LICENSING AND CERTIFICATION
None.
TOOLS AND EQUIPMENT USED
Computers, calculator, copier, phone and other general office equipment.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk, see and hear. The employee must occasionally lift/move up to 25 pounds, bend, stoop or crouch.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Work is primarily performed in office settings. Some mental stress may be incurred due to public service and the scope of the position.
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.
TO APPLY: Please submit a resume by email to: selectboard.admin@epsomnh.gov