Job Description

Performs clerical activities in the coordination of fire prevention responsibilities. Responsible for correspondence preparation, files maintenance and processing documents, files, reports and logs. Processes various permit applications and schedules of other plan reviews.

Essential Elements

• Schedules Fire Prevention inspections. Makes appropriate appointment(s) for the inspection of sprinkler systems, fire alarms, fire and smoke detectors in homes and commercial buildings, scheduling of personnel to cover special events, concerts and weddings. Sets up building and other plan reviews.
• Assists in the preparation and processing of blasting, oil burner repair, installation and removal of underground fuel tanks, propane tank, welding, fireworks, carnivals and fairs, food vendor and other permit applications.
• Assists in the issuance of certificates. Prepares inspection, Fire Marshall, fire and station, nursing home and other reports and ensure reports are approved and distributed.
• Receives and greets visitors, obtains sufficient information to ascertain nature of business and contacts or directs to appropriate individual or area requested.
• Receives incoming telephone calls. Screens and directs calls to proper person. Takes and/or relays messages. May be required to assist in communicating and/or dispatching of support fire personnel via two-way radio.
• Verifies statements and bill invoices for validation and approval. Processes invoices and purchase orders for payment. Maintains expenditure records, reconciles department accounts and transfers funds to ensure fund liquidity. Ensures approved bills are paid; accounts are balanced.
• Establishes and maintains Fire Prevention filing systems.
• Opens, sorts and distributes mail and processes outgoing mail.
• May assist in the preparation of office correspondence, notes, notices, reports, and other documents. Processes received complaints, inquiries and questions relating to the Fire Department.
• Follows and adheres to department, City and other government rules, regulations, policies and procedures.
• Attends and participates in staff, department, or other meetings,
• Schedules designated department and other meetings and prepares agenda as required.
• Performs other duties as required.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.

EDUCATION and/or EXPERIENCE: High school/GED and one to three years of related experience and/or
training or equivalent combination of education and experience. Knowledge of clerical practices, basic
accounting, office procedures, and the operation of personal computers and computer software, data
processing and/or word processing.

LANGUAGE SKILLS: Ability to read and comprehend instructions, correspondence and memos. Ability to
write correspondence and memos. Ability to present information effectively, which may be controversial in
nature, one-on-one, or in small groups, to citizens or employees of the City.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using
whole numbers, common fractions, decimals and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY: Ability to apply common sense understanding to carry out straightforward written
or oral instructions. Ability to deal with problems involving clearly prescribed standardized practices.

PHYSICAL DEMANDS: The physical demands described here represent those requirements that must be
met by an employee to successfully perform the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.

Company Description

• To prospective applicants, please note the City of Newton has implemented a Vaccine Policy which requires, as a condition of employment, that all employees be fully vaccinated against COVID-19, or have an approved medical or religious exemption on file with the Human Resources Department. Please be prepared at the time of employment to either indicate your vaccination status or intent to request an exemption. You may review the City’s policy by visiting this link.

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees