Administrative Assistant

This Administrative Assistant is responsible for supporting the Planning Board (PB), Zoning Board of Appeals (ZBA), and Historic Preservation Commission (HPC) in fulfilling requirements as set forth in M.G.L. Chapter 40A, 40B and 40C as well as the City of Somerville’s Ordinances. The Administrative Assistant is responsible for insuring that legal documents are executed with a high level of accuracy and within legal time constraints. The Administrative Assistant is also responsible for customer service and office management functions. Employee is required to perform all similar or related duties.

Essential Functions

• Prepares, advertises, posts and mails to confirmed abutters a Legal Notice of public hearing for all PB, ZBA and HPC hearings. Prepares and distributes an Agenda. Prepares, posts and distributes communications to Board Members.
• Records written minutes and audiotapes of PB and ZBA hearings. Drafts, records and distributes Legal Decisions for PB and ZBA, Certificates for HPC, and, when required,  Notices of Decision.
• Sets up meetings for the ZBA and PB.
• Addresses public inquiries regarding past, present and future zoning projects throughout the City of Somerville.
• Coordinates and communicates with planning staff, Law Department, Inspectional Services Division, Traffic & Parking, City Clerk, Assessing, Historic Preservation, applicants, attorneys, architects, media, public officials and members of the public regarding cases and public information requests.
• Serves as a member of Planning Division staff regarding cases, scheduling, intern supervision and instruction and works on joint projects as required.
• Maintains database and physical records of cases dating back to 1926, including files for all current cases that require coordination of applications, plans, staff reports, and public comments.
• Reviews, analyzes and distributes special permits, variances and minor revisions and administrative appeal applications.
• Staff OSPCD front desk, as required.
• Coordinate general office management functions (i.e. ordering supplies, ensuring copiers are working, coordinating meeting scheduling and booking of conference rooms, etc.)

Education and Experience: Associates Degree and one to three (1-3) years of related experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Knowledge, Abilities and Skill

Knowledge: Thorough working knowledge of office procedures and standard equipment; some knowledge of municipal government and meeting protocols.

Ability: Ability to meet and deal with the public effectively and appropriately; ability to handle problems and emergencies effectively; ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain confidential information; ability to maintain, manage, and organize records; ability to deal appropriately with City employees, City officials and the general public; ability to prioritize work and to perform multiple tasks simultaneously; ability to adhere to all deadlines to meet legal obligations; ability to learn various City software programs; ability to organize schedule and complete tasks with minimal supervision after training.  Bi-lingual or multilingual ability in Spanish, Portuguese, Haitian-Creole and/or Nepali is preferred but not required.

Skill: Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word processing, data base and spreadsheet applications, specifically in Microsoft Word and Excel; highly detail oriented with a critical degree of accuracy regarding data entry and recording meeting minutes.  This position requires strong skills in oral and written communication, and excellent customer service skills. 

Work Environment                                                                                                              

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements.  Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.  Employee may be required to work beyond normal business hours in response to attend evening meetings or complete work assignments.

Physical and Mental Requirements

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 position’s essential functions.

Physical Skills

Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Skills

Visual demands include constantly reading documents for general understanding and for analytical purposes.

Send your resume and cover letter by October 13, 2020 to:

City Hall Personnel Office
93 Highland Avenue
Somerville MA 02143
Fax: 617-666-4426
TTY: 1-866-808-4851
Email: employment_opportunities@somervillema.gov

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request.

Individuals with disabilities who need auxiliary aids and services for effective communication, written materials in alternative formats, or reasonable modifications in policies and procedures, in order to access the programs and activities of the City of Somerville or to attend meetings, should contact the City’s ADA Coordinator, Nency Salamoun, at 617-625-6600 x2323 or NSalamoun@somervillema.gov.