Senior Inspectional Service Clerk

Role overview

This position supports the Building Division and Zoning Board of Appeals by coordinating permit-related workflows, preparing meeting materials, maintaining official records, and ensuring that filings and notices are handled in line with applicable federal, state, and local requirements. The role involves close coordination with zoning and building inspectors, frequent public contact, and responsibility for tasks that carry legal and public importance. The work is carried out under the supervision of the Building Commissioner or an assigned delegate, with oversight provided through reports and meetings.

Core duties

• Handle clerical work that is complex in nature and requires careful judgment, specialized knowledge, and the ability to type at a moderate pace from difficult copy.
• Oversee clerical staff in lower-grade positions.
• Manage the intake and flow of electrical, plumbing, building, zoning, and weights and measures inspection letters, reports, and spreadsheets.
• Give technical support, answer questions, and resolve issues within the assigned records area, including helping members of the public learn the online permit entry process.
• Provide customer service and information to plumbers, electricians, contractors, lawyers, realtors, builders, and the public.
• Review applications for historical district relevance and overall applicability.
• Help collect and report statistics required by law.
• Track the accuracy, completeness, and timeliness of permits and related processing for plumbing, electrical, building, gas, zoning, and weights and measures work.
• Assist in gathering records and documents needed to respond to Public Records Requests.
• Process permits, plans, cards, and other documents submitted to the Building Division, making sure they follow all required procedures and legal standards.
• Prepare violation notices and related documents for the Law Department when needed.
• Check inspections, court orders, notes, photographs, and violation-related materials before issuing notices of violation, filing court cases, or requesting administrative review.
• Use the Registry of Deeds to confirm ownership information.
• Process batches in Munis for checks, fines, fees, and abatements.
• Review uploaded files, confirm fees and payments, and verify documents for all permit types.
• Examine application descriptions for possible administrative review needs and confirm proper applications, workflow, and user groups.
• Use Accela to dispatch, schedule, and reschedule inspections.
• Review the online permitting platform to confirm required documents and licensing are in place.
• Attend monthly board meetings, record minutes, send notices to abutters, and notify city departments involved in Zoning Board of Appeals matters.
• Carry out other related duties as assigned.

Knowledge and abilities

• Ability to work promptly so legal deadlines for the Zoning Board of Appeals are met.
• Familiarity with modern office practices, procedures, and equipment.
• Strong interpersonal skills and the ability to build effective working relationships with staff and the public.
• Ability to make independent decisions within policy, law, and regulations.
• Skill in identifying problems and selecting suitable solutions.
• Ability to develop, organize, implement, and update procedures under the direction of the Building Commissioner.
• Experience handling technical public contact work that requires interpretation of laws, ordinances, policies, and regulations.
• Ability to maintain important records and reports with a high degree of detail and independent judgment, including spreadsheets and templates for violation and code enforcement correspondence.
• Ability to manage complex clerical records, create reports, and revise departmental clerical processes from general direction.
• Ability to draft routine departmental correspondence independently and organize typed material carefully and logically.
• Strong understanding of department practices, especially permit procedures for building, plumbing, gas, and electrical work.
• Thorough knowledge of the laws, rules, and regulations governing the work.
• Ability to maintain effective relationships with municipal staff and the general public.

Education and experience

• High school completion is required, along with additional computer training, workshops, or seminars related to the Building Division.
• Several years of experience in complex clerical work connected to Building Department procedures is expected.
• Sound understanding of the laws, rules, and regulations that apply to the role.
• Strong knowledge of departmental procedures and operational practices.

Additional information

The role carries significant responsibility because it supports legally sensitive public processes, board operations, permit administration, and compliance-related filing. It also includes preparing materials for legal review, maintaining meeting records, and coordinating notices and departmental communication tied to Zoning Board of Appeals activity.