Performs according to standard office procedures, a variety of clerical duties requiring a degree of decision and knowledge of functions of the department or section; examines documents for correctness; prepares forms and other documents; compiles any number of different types of statistics; posts and maintains general records. Maintains any of a number and/or type of files; gives information to the public; and does sorting and mailing. Performs clerical work of a general nature by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Include the following; other duties may be assigned.
Receives telephone calls and visitors for Planning Department, handling those of general nature or referring to appropriate person; also performs these duties for other offices as required.
Prepares permit forms and other documents and copies and assembles for distribution.
Receives incoming mail and processes outgoing mail for the department.
Organizes and maintains office files and associated database for Conservation Commission and Design Review Board.
Assists in updating department, board and commission webpages as needed
Receives and assists in reviewing Conservation Commission applications for completeness
Responsible for preparation, submission, and posting of legal ads for Conservation Commission.
Drafts, posts and distributes agendas for Conservation Commission and Design Review Board meetings and assembles meeting packets.
Prepares deposits of Conservation Commission and Design Review Board filing fees for Collectors office.
Assists in property and file research for evidence of past permitting and current or future permit applicability
Sells shuttle bus passes, and Planning Department documents, and records receipt of money.
Serves as backup for Administrative Assistant to Planning Department (including payroll data entry as needed) and provides additional clerical support to planning staff as needed.
Provides administrative support to the Beverly Open Space and Recreational Committee (OSRC) including, meeting coordination, post meeting notices and according to MA Open Meeting Law, prepare meeting packet, and other communication relative to OSRC agenda items.
Provides administrative support to the Beverly Community Preservation Committee (CPC) including, meeting coordination, post meeting notices according to MA Open Meeting Law, prepare meeting packets, and other communications relative CPC agenda items.
Receive and review preliminary and final Beverly Community Preservation Community (CPC) grant applications and conduct general review for completeness as assigned by Planning Department staff.
Provides administrative support for /to the Mayor’s office in the absence of the Executive Secretary including taking phone calls, receiving customer walk-ins. drafting letters, answering general questions and scheduling appointments.
Provides administrative support to Affordable Housing Trust, to include posting agendas, record keeping and communicating updates to members.
Assist with coordinating and directing participants for the monthly Parking Ticket Hearings.
Takes applications, drafts agendas for Sandwich Board Signs. Coordinates meeting schedule with City Clerk’s office. Works with Municipal Inspections Department regarding enforcement. Drafts correspondence to all parties involved.
Provides relief for City Hall Switchboard Operator and mailroom attendant.
Orders office supplies.
Knowledge of office practices and procedures; knowledge of the principles of office management.
Ability to understand and follow oral and written instructions.
Ability to develop and implement clerical procedures and operations from general instructions.
Ability to typewrite accurately with reasonable speed.
Working knowledge of Microsoft Office Suite and demonstrated knowledge or ability to learn permit tracking software programs such as ViewPermit, and financial software programs such as MUNIS.
Willingness to learn new computer procedures and office programs as required.
Must have 3 years office experience.
The Principal Clerk Assistant shall demonstrate an ability and interest in providing a high level of customer service to the public, and with staff of City Departments.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand, walk, talk and hear. The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms, climb or balance or stoop.
The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.