Administrative Secretary, Zoning Department – Town of Mansfield

Union Affiliation: Non-Union                         Salary Range: $26.85 – $31.85/hour            Hours:  19 hours/week (part-time)

Summary of Duties: 

The Administrative Secretary is responsible for supporting the Director of Planning & Development and the Zoning Board of Appeals in all functions related to duties in the Zoning Department. In this role, the Administrative Secretary performs a wide variety of responsible duties involving office functions: filing, typing, public and interoffice contact. These duties require judgment and tact in interpreting laws, rules and regulations, or requests for information or assistance. The Administrative Secretary works in a very busy office with frequent interruptions and handles multiple tasks simultaneous. Frequent contact with the public requires a professional manner and demeanor.

Supervision Received:  Works under the direct supervision of the Director of Planning & Development

Supervision Given:  None at this time

 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 the specific statements of duties does not exclude them from the position of the work is similar, related or a logical assignment to the position.)

  • Has frequent contact with other Town officials and the public, especially on matters requiring specialized knowledge of applicable codes, regulations, by-laws, State or Federal laws, permits, technical reports, plans, blueprints or drawings; fee calculations; public notice requirements, etc.
  • Manage legally required timelines for legal advertisements and public hearings.
  • Follow-up on all required actions related to the Zoning Board of Appeals.
  • Manage and administer Zoning Board of Appeals meetings as follows:
    • Schedule, prepare for, and attend all meetings; including application intake, meeting scheduling, material preparation, legal advertising, applicant and abutter notification, document meeting minutes and manage all correspondence.
    • Distribute applications and plans to Board.
    • Manage virtual meetings using GoToWebinar or other platform(s).
    • Complete post-meeting follow-up tasks as required within specific timelines, including drafting decisions and communicating with board members and applicants.
  • Respond to requests for information, both internal and external, as well as FOIA (Freedom of Information Act) requests.
  • May receive and account for incoming cash receipts; process departmental purchases, handle budget accounts, and payroll; maintain various office records in prescribed formats developed by others.
  • Draft legal ads and decisions, as well as Zoning Department letters.
  • Process complaints; respond to inquiries and provide answers as appropriate; make appointments and prepare work schedules.
  • Responsible for editing the Town of Mansfield website related to the Zoning Board of Appeals.
  • Perform related work as assigned and support related departments (Planning, Building, Conservation) as needed.

 Qualifications:

  • Bachelor’s Degree preferred; education and proven administrative experience may be considered.
  • Municipal experience preferred with minimum of 5 years administrative experience supporting department heads and boards/committees.
  • Excellent organization, written, and communication skills; experience with meeting minutes is essential.
  • Thorough knowledge of Microsoft Office (especially Word and Excel), business English, spelling, and basic arithmetic.
  • Ability to maintain confidentiality, work independently and as part of a team.

Interested applicants should send a cover letter and resume to humanresources@mansfieldma.com

This position is open until filled. The Town of Mansfield is an Equal Opportunity Employer