Senior Secretary| Building
Senior Secretary| Building
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Job Description
Senior Secretary Building Department
Full-Time Non-Exempt Union Position
Full job description below job posting
The Town of Seekonk is seeking qualified applicants for the position ofSenior Secretary in the Building Department. This key administrative role is responsible for supporting the daily operations of the department providing customer service to the public and maintaining accurate records and documentation particularly through the Towns online permitting system (OpenGov).
Key Responsibilities Include:
- Managing incoming inquiries via phone email and in person related to building permits and inspections
- Processing applications and payments through OpenGov (formerly ViewPoint Cloud)
- Scheduling inspections and supporting the permit review workflow
- Preparing payroll invoices budget materials and departmental reports
- Maintaining confidential records and coordinating with other departments as needed
- Assisting with the release of information in compliance with public records laws (M.G.L. c. 66)
Qualifications:
- Associate Degree or equivalent
- Minimum of three (3) to five (5) years of general office experience preferably in a municipal setting
- Excellent communication organizational and customer service skills
- Ability to work independently manage multiple tasks and meet deadlines
- Must pass a background and CORI check
Work Environment:
This is a full-time position working under the general direction of the Building Inspector. The position involves frequent public contact collaboration with staff and a balance of administrative and customer service responsibilities in a busy municipal office.
Compensation:
This is a union position with a competitive salary and benefits package in accordance with the applicable collective bargaining agreement.
The Town of Seekonk is an Equal Opportunity Employer.
JOB DESCRIPTION
JOB TITLE:Senior Secretary
SUPERVISOR: Building Inspector
SALARY: $27.26 per hour*
FLSA: Non-Exempt
DEPARTMENT: Building
STATUS: Union
UNION: United Steelworkers of America AFL-CIO CLC Local 9517-10
HOURS/WEEK: 35
*The salary is based on a four (4) step table. Step 1 is $27.26 per hour and Step 4 is $31.11 per hour.
POSITION OVERVIEW: The Senior Secretary is responsible for performing highly responsible administrative and technical services for the Building Department. The position is responsible for performing a variety of moderately complex tasks including accepting and processing applications through the Towns online permitting system collecting fees answering inquiries regarding building and zoning issues maintaining records processing office payroll for per diem inspectors and invoices preparing reports and correspondence scheduling inspections and overseeing the office.
SUMMARY: The following description is a general summary of responsibilities with some specific duties. It is not a total delineation of all duties nor does it limit the responsibilities to those stipulated. This position functions as a part of the overall municipal team to ensure effective and efficient municipal operations.
The Senior Secretary performs administrative office management to the Building department. This position entails the performance of complex office tasks requiring composing and typing correspondence reports computer data entry work record keeping filing and working directly with customers and other municipal personnel. The Senior Secretary is responsible for improving upon the efficiency and effectiveness of all areas under his/her direction and control. The Senior Secretary is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction.
SUPERVISION: Works under the administrative direction of the Building Inspector/Commissioner and under the policy direction of the Board of Selectmen. The supervisor provides additional specific instruction for new difficult or unusual assignments including suggested work methods. The employee is expected to recognize instances which are out of the ordinary and which do not fall within existing instructions; the employee is then expected to seek advice and further instructions. Reviews and checks of the employees work are applied to an extent sufficient to keep the supervisor aware of progress and to insure that completed work and methods used are technically accurate and that instructions are being followed.
JOB ENVIRONMENT: A great deal of work is carried out in a team environment and with a degree of independence. Administrative work is performed under typical office conditions with frequent interruptions. Operates personal computer and standard office equipment such as copier facsimile machine etc.
ESSENTIAL FUNCTIONS: The essential functions or duties listed below 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.
- Provides administrative services to the Building Commissioner Building Inspector Inspector of Plumbing/Gas and Inspector of Wiring.
- Provides customer service responsibilities for office; responds to inquiries requests and/or complaints from internal and external customers utilities builders developers engineers attorneys consultants and local organizations.
- Processes applications for building wire plumbing and gas permits and Certificates of Inspection; ensuring that all documentation is provided prior to submittal to the appropriate inspector.
- Provides information and assistance to applicants regarding the procedures to follow to complete the application process verifies that applications are filled out correctly and that all required documentation is included.
- Schedules appointments for daily inspections records inspections researches retrieves documents and screens phone calls. Coordinates the annual Certficiate of Inspection process for places of assembly; prepares and sends notifications.
- Processes public records requests in compliance with Massachusetts General Law Chapter 66 ensuring timely response proper documentation and coordination with appropriate departments to retrieve and review requested materials.
- Compiles and assembles material for Annual Town Report; details information regarding numbers of permits broken down by type.
- Relieves supervisor of administrative tasks such as gathering and analyzing information and preparing reports with little direction other than a brief description of results expected.
- Records all permit fees for Department and verifies turnover of all monies to Treasurer.
- Processes all invoices for payment and monitors expenditures.
- Maintains adequate inventory of office supplies orders supplies as needed and processes payment for it
- Performs a wide variety of technical and clerical tasks related to the effective function of the building department which requires considerable understanding of inspection terminology ordinances and application procedure.
- Issues occupancy permits for completed buildings upon authorization from inspectors.
- Responsible for accounts payable and budget reconciliation.
- Performs other duties as assigned.
QUALIFICATIONS: Education and Experience
Associate Degree preferred or equivalent and not less than three (3) to five (5) years of relevant secretarial office management or related experience or any equivalent combination of education training and experience.
Required Qualifications
Must pass a background and criminal history (CORI) review.
Preferred Qualifications
Experience with online permitting and data entry. Candidate must be able to demonstrate possession of the required knowledge skills and abilities to perform this work.
Ability: Communicate effectively orally and in writing. Ability to work independently. Ability to create presentations and professional correspondence. Ability to multi-task effectively and work within timelines and prioritize tasks. Ability to operate a computer in order to input and retrieve information to make analysis of data and to process billing. Must have the ability to type 60 to 80 words per minute with minimal errors. Must have the ability to comprehend payroll records collective bargaining agreements and directives.
Skill: Excellent customer service and interpersonal skills. Excellent communication skills in person by phone and electronically. Skills in operating computers and utilizing appropriate software applications to include database and spreadsheet applications including but not limited to Microsoft suite products. Excellent organizational skills. Strong analytical and math skills. Good interpersonal skills to work in a team environment.
PHYSICAL REQUIREMENTS: The work is generally of an intellectual nature. While performing the functions of this job the employee is required to stand and sit for prolonged period. Frequently required use of hands to handle or feel objects; reaches with hand and arms bend stoops kneels and/or crouches. Specific vision abilities required include close and medium-distance vision and the ability to adjust focus. Must be able to hear normal sounds distinguish sound as voice and communicate through human speech. Required to lift and carry equipment and supplies weighing up to 30 pounds. This position requires the ability to operate a keyboard computer mouse telephone fax copier writing tools scissors and other standard office equipment.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
EOE
Posted 7/29/2025
Required Experience:
Senior IC
Employment Type
Full-Time
