Program Assistant - Residential Rental Properties - Town of Amherst - AMHERST

 POSITION DESCRIPTION 

Program Assistant - Residential Rental Properties
Conservation and Development
FLSA Status:  Non-Exempt
SEIU Level G

Job Summary:
Responsible for assisting customers through the complex permitting process of all Building and Land Use functions.  Guides applicants seeking permits, approvals or decisions from Inspectional Services, Planning Board, Zoning Board of Appeals, Conservation Commission, Historical Commission and other town departments.  Performs front-line customer service work and supports the activities of Building and Land Use functions. 

Supervision Received:
Works under the supervision of the Building Commissioner, who outlines department rules, regulations and policies; assigns tasks, checks work and evaluates performance.  

Supervision Exercised:
Generally, none. The employee is responsible for their own work, but may also be expected to provide occasional assistance to other employees, interns, and volunteers. 

Major Duties:

• Serves as front-line responder for all inquiries from the public residential rental permitting procedures, application and approval process on all aspects of permitting; answers and fields questions; processes required paperwork to begin the review processes; and, when necessary, directs clients to the appropriate department manager.  Maintains regular fixed office schedule. 

• Schedules inspections of residential rental properties according to bylaw, rules and regulations, department procedures.  Maintains inspection program for Code Enforcement Officers by confirming inspection dates and times, rescheduling, data collection and recording, reporting and fee collection.  Requires regular contact with owners, property managers, and other Town Departments. 

• Assists in the preparation of court filings, case files, presentations and status reports.   

• Meet with applicants to review individual properties and advise on required applications and approvals necessary to receive a permit.  Review application packages for completeness, coordinate required reviews and approvals with various town departments and forward applications to the appropriate department manager to initiate technical review.  

• Responsible for adequacy and appropriateness of customer service, appropriate processes and systems necessary to ensure statutory and other legal obligations are followed. 

• Provides general administrative support to the Inspections, Planning and Conservation functions as needed.  Application processing, fee collection, reports, distributes and tracks results. 

• Actively participates in interdepartmental meetings.  Develops, maintains and reports on systems and procedures that enable the departments to effectively track and monitor the varied permitting processes and regulations of property use in the town. 

• Composes and drafts a variety of correspondence, memoranda and reports.  Responsible for quality of written documentation through review and edit of materials.  Researches, compiles data and prepares a variety of reports as requested. 

• May attend meetings and/or serve as staff liaison to assigned committees.  May be required to coordinate special projects. 

• Performs similar or related work as required.

Minimum Qualifications:
Associates Degree in related field, PLUS two (2) years’ experience in municipal administration or building industry OR an equivalent combination of education and experience. 

• Working knowledge of office practices and procedures. 

• Familiarity with rules, regulations and procedures pertaining to Building and Land Use functions. 

• Customer service, planning and organizational skills. 

• Ability to maintain detailed records; Ability to communicate clearly, both orally and in writing. 

• Computer and office support skills, including in word processing, database and spreadsheets; Skill in operation of listed tools and equipment. 

• Ability to work independently and prioritize tasks; Problem-solving skills; Ability to meet required deadlines. 

• Ability to interact tactfully and appropriately with the general public and other town departments. 

Preferred Qualifications:

• Three (3) years of office experience serving or interacting with the public.
• Knowledge of the operation of town government. 

Tools and Equipment Used:
Telephone; personal computer including word process and database software; copy and fax machines; calculator. 

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 accommodations 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 sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Vision requirements include the ability to read routine and complex documents and use a computer. 

Work Environment:
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. 

Work is performed under general office conditions, with regular interruptions to respond to requests for information.  The noise level in the work environment is usually quiet to moderate. Performance of duties requires ongoing contact with the public and various town departments. Contact is in person, by telephone and correspondence.  The employee has access to confidential information pertaining to legal proceedings. 

Selection Guidelines:
Formal application; rating of education and experience; oral interview and reference check; background investigation; and job-related tests may be required.  The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. 

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer once the employer has met bargaining obligations with the union.

The Town enjoys a long tradition of active, participatory, & professional government, and seeks a workforce that reflects the diversity of the community.