Town of Westbrook
TITLE: Administrative Assistant II – Land Use Department
OBJECTIVES: Performs office administrative and regulatory technical work in assisting the Building and
Health Officials in code compliance activities including, but not limited to: receiving, processing and acting upon regulatory applications; conducting required inspections; issuing annual licenses; and enforcement of violations Performs secretarial and technical work of a confidential and responsible nature. Provides up to 5 hrs. per week of administrative support to the Water Pollution Control
Commission as directed by the Director of Health.
SUPERVISION: Receives direct supervision and task assignments from the Director of Health and
Building Official.
ESSENTIAL FUNCTIONS: Prepares letters, reports and records for approval of the supervisor; composes routine correspondence.
Maintains department databases, inputs into department database system; establishes and maintains information systems to maintain appropriate controls and records of status and progress of applications, inspections and reviews. Facilitates the movement of building and health permit applications through the various regulatory departments; provides liaison between applicant and professional staff when necessary.
Coordinates Building and Health applications with other departments within the Land Use Office.
Maintains records of inspections; sets inspection appointments and sends out annual license renewal notices.
Monitors application process via computer system to ensure that all reviews, soil testing, etc. have been completed and signed off by the appropriate Official.
Assists the public at the counter and via phone with questions relating to Land Use issues. Provides information relative to the permitting process . Answers routine questions; refers inquiries.
Screens incoming calls and mail and refers to appropriate person.
Schedules appointments for the Building and Health Officials.
Assists the public in completing applications and forms; examines site plans, building plans and land use applications for completeness.
Collects, records and processes fees. Balances Land Use cash drawer on a weekly basis; forwards all
Land Use monies collected, regardless of department, per procedure. Provides Finance Department with copy of Revenue Transmittal report. Prepares quarterly report on CT DEEP fees and submits appropriate payment request to Finance Department.
Assists in compiling information for department budget recommendations. Prepares requisitions and maintains inventory of materials, supplies and equipment. Monitors budget balances for adherence to limits - notifies supervisor of imminent overages.
Copies requested materials and collects appropriate fees; prepares records for court; maintains reference files of correspondence, memos, etc.
Prepares check requests for Building and Health Departments. Researches invoices/payments as necessary.
Mails and tracks receipt of Food Service Permit applications annually.
Maintains Land Use street files.

Assists with the preparation of Building & Health Department annual report and required reports to various state agencies.
Substitutes for other comparable office personnel in their absence.
Performs other related duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Ability to develop a working knowledge of codes and regulations, state statutes and legal requirements as relates to Building and Health Code.
Proficiency with Microsoft Office including Word, Excel; Microsoft Outlook, and other assigned software.
Ability to compose clear and correct letters and reports.
Working knowledge of database management systems for data entry procedures.
Basic knowledge of bookkeeping techniques.
Ability to anticipate requirements and to initiate and perform detailed work with little supervision.
Ability to apply common sense understanding to carry out instructions furnished in written, oral and diagrammatic and schedule form.
Ability to establish and maintain complex files and records systems, and to respect confidentiality of the files. Must be highly organized.
Ability to prioritize work assignments to meet established deadlines.
Ability to efficiently schedule and coordinate meetings and inspections and to process paperwork accurately and effectively.
Ability to establish effective working relationships with other employees and the public and to conduct oneself in a friendly and professional manner.
REQUIRED EQUIPMENT OPERATION: Ability to operate a personal computer and standard office equipment.
REQUIRED PHYSICAL EFFORT: Performs duties in an office environment. Exposure to computer screen.
May be required to lift light to medium weights, for example, map volumes, office supplies, etc. Some stress in dealing with the public.
REQUIRED QUALIFICATIONS (MINIMUM): Graduation from high school supplemented by specialized training in secretarial skills and 9-12 months of increasingly responsible experience in secretarial and/or office administrative work; or any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills and abilities. Willingness to obtain Phase I certification for Subsurface Sewage Disposal Systems.
The duties listed above are intended as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related or logical assignments to the position. The job description does not constitute an employment agreement between the employer and employee.
Effective: July 1, 2015
Grade Level: 4, NON-EXEMPT
Hourly Range: $20.17 - $21.61
Hours per week: 40