Starting salary range for this position is $54,354.69 - $66,068.47 a year per the non-union salary schedule.
The City offers a generous compensation and benefits package that includes retirement, paid time off including vacation, holidays, medical & dental insurance, flexible spending account, professional development, career growth, longevity incentives, and more!
Detailed information including benefits can be found here: https://www.cityofportsmouth.com/hr/employment-contracts
We welcome diverse and non-traditional backgrounds and encourage you to apply even if you don’t satisfy every single bullet on this list.
Learn more about why our employees enjoy working with City of Portsmouth by watching this video: Working for the City of Portsmouth
Position provides administrative services for the Planning Departments including but not limited to: answering telephone and email inquiries, forwarding information as appropriate, in-person assistance to customers, processing permit and application fees, maintaining filing systems, preparing a variety of written correspondence, preparing and mailing legal and abutter notices, and scheduling meetings. The position requires close coordination with staff.
SUPERVISION
Incumbent works under the supervision of the Planning Department’s Administrative Assistant II. Incumbent plans and carries out daily work with a degree of independence completing tasks assigned by the Administrative Assistant II, in accordance with standard office practices and procedures, the rules and regulations governing the operations of the department, and previous training. Incumbent must be able to recognize inquiries of a technical nature and refer them to the appropriate staff person. The supervisors review reports and correspondence for accuracy and final approval. The incumbent must be familiar with and observe office procedures, city laws, rules and regulations.
This work is subject to review according to the City's personnel plan through observation, reports and the results achieved. Errors can result in monetary loss, project delays, loss of service and/or legal repercussions.
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 work is similar, related, or a logical assignment to, or extension of, the position.
1. Answers phones, responds to voicemail messages.
2. Responds appropriately to inquiries and/or complaints from the public in a timely and courteous manner.
3. Helps manage and process, land use applications and monthly meeting documents; calculates, collects, posts and processes all related fees.
4. Frequently collaborates with other city departments, vendors, and outside agencies to ensure timely communication to and from the Planning and Sustainability Department on issues, projects, and outstanding items.
5. Maintains department files and electronic records and tracks file locations.
6. Provides meeting scheduling.
7. Assists supervisor in the preparation of abutter notices, mailings, and meeting documents for Land Use Boards.
8. Performs other duties as assigned by the supervisor.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
An incumbent in this position consistently demonstrates a(n)...
1. Strong skills in the use and application of office and data processing equipment, business mathematics, and business correspondence.
2. Strong proficiency with Microsoft Office Suite (including Excel), and Adobe Acrobat. Experience with OpenGov Permitting Software or similar permitting software helpful.
3. Proficiency in planning, completing and reviewing finished work products for thoroughness and accuracy.
4. An ability to understand customer inquiries which are often ambiguous, interpret what is being asked, develop a correct response or direct the customer to appropriate staff.
5. An ability to maintain confidential information.
6. An ability to plan work and complete assignments with minimal supervision.
7. Incumbent will communicate with supervisor regarding daily and weekly task mapping.
8. Manage multiple tasks competing demands efficiently within timeframes and deadlines, despite continual interruptions.
9. An ability to establish and maintain effective working relationships with co-workers, subordinates and superiors, employees in other municipal departments, City officials and customers.
10. An ability to communicate easily, courteously, and appropriately with the general public, City staff, and government officials at all levels and maintain an understanding of racial equity, inclusion, and belonging.
ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT
The position serves as an initial point of contact for inquiries involving building permits and land use applications. The incumbent has constant contact with the public by answering inquiries and providing information which is often technical in nature. The incumbent must work in close harmony with the Planning and Inspections staff to ensure the smooth flow of information and documents. The incumbent has frequent contact with other City departments, outside agencies and vendors. The purpose of contacts is to respond to inquiries and complaints, give or receive information, or explain policies and procedures. Contacts occur in person, in writing, by email and on the telephone.
The work involves clerical and administrative office duties of significant difficulty including independently maintaining records, producing customer quality correspondence and other routine documents. The work requires the ability to take considerable initiative and exercise independent judgment. The incumbent must have the knowledge and ability to carry out highly responsible and complex clerical and administrative work and the judgment to determine when decisions need to be referred to a supervisor. The incumbent must follow department rules and regulations, City policies, City Charter and Ordinances; and when situations arise requiring the interpretation of these rules, the incumbent uses judgment and experience in selecting the most appropriate response for the situation. Individual relieves managers and/or administrative professionals from administering regulatory details as needed. The ability to manage multiple tasks efficiently within timeframes and deadlines, despite interruptions, is essential.
Primary duties of this position involve: communicating accurately and effectively with members of the public and staff on a variety of municipal related items. This includes responding to inquiries and complaints, providing information, ensuring compliance with regulations, procedures, and laws. Work is performed in an open office setting which can be somewhat noisy. Current position includes some limited physical requirements including: transporting binders, reports, and office supplies weighing up to 25 pounds and accessing file cabinets, bending, reaching or using a stepstool to access files and/or organize paperwork.
MINIMUM REQUIRED QUALIFICATIONS
An associate’s degree in business administration or related field is preferred. A candidate for this position should have two (2) years of experience in a similar position; or an equivalent combination of education and experience.
(The above descriptions are illustrative. They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.)
Job Type: Full-time
Pay: $54,354.69 - $66,068.47 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Schedule:
Education:
Experience:
- Administrative: 2 years (Preferred)
Ability to Relocate:
- Portsmouth, NH 03801: Relocate before starting work (Required)
Work Location: In person