Division Assistant

About the Role

The Town of Yarmouth is searching for a Division Assistant to join the Health Division team. Working under the general supervision of the Director of Health, the Division Assistant will perform the administrative and clerical work required to support the operations of the Health Division.

Responsibilities

• Respond to inquiries from and provide regulatory assistance to the public and Town personnel
• Receive fees
• Compose correspondence, documentation, and minutes
• Maintain databases and prepare spreadsheets
• Schedule inspections and hearings
• Oversee Human Services grants and contracts, including processing disbursements and payments, while monitoring reports and the budget
• Perform a variety of clerical, bookkeeping, and administrative functions requiring knowledge of division operations and application of prescribed procedure, with independent interpretation and exercise of initiative and judgment
• Provide administrative support to the Housing Inspector and Hazardous Materials Inspector, including but not limited to: entering, tracking, and filing permits, receiving payments, completing turnovers, contacting patrons for appointments and follow-up questions, and preparing correspondence
• May schedule inspections or prepare and issue permits and licenses as needed
• Serve as the Board of Health secretary, which includes attending evening meetings
• Serve as the primary customer point of contact for the Division

Recommended Minimum Qualifications

• Education: High school diploma or equivalent supplemented by training or coursework in office administration or related topics; Associate's degree preferred
• Experience: Three years' office administration experience; or any equivalent combination of education and experience

Knowledge, Ability and Skills

Knowledge. Thorough knowledge of administrative and clerical procedures and systems such as customer service, paper and electronic filing, use of office software. Gains through on-the-job learning, thorough knowledge of the activities and procedures of assigned office and Board/committee/commission and how they relate to other Town offices; working knowledge of bookkeeping.

Ability. Ability to communicate effectively both orally and in writing. Ability to maintain accurate and detailed records. Ability to work effectively under time constraints to meet deadlines. Ability to develop effective working relationships with colleagues and the general public. Ability to organize and prioritize work. Ability to work well independently. Ability and willingness to learn how to use new computer applications.

Skill. Requires strong communication, customer service and writing skills; skill in the use of office software; and keyboarding and bookkeeping skills.