Temporary Administrative Assistant (Yarmouth Community Services/YCS)

Town of Yarmouth, Maine -
Yarmouth, ME

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Job Details

Temporary | Part-time | Full-time
7 days ago

Qualifications

Computer operation
Microsoft Outlook
Spreadsheets
High school diploma or GED
Microsoft Teams

Full Job Description

Town of Yarmouth

Job Description

Position Title: Temporary Administrative Assistant (Yarmouth Community Services/YCS)

FLSA Status: Temporary/Part-Time/Non-Exempt Position

Hours of Work: 29 hours per week (Monday through Friday). Hours to be mutually

determined between the YCS Director and the Temporary employee.

Reports to: Yarmouth Community Services Director and Assistant Director

JOB GOAL: Performs a variety of routine and complex clerical, office and administrative work.
Maintains official records and provides administrative support to the Director of Yarmouth Community
Services and Staff, as assigned. Works as a team member and provides mutual/daily administrative
and office support for all respective divisions within Yarmouth Community Services (including
Recreation, Parks, Trees, etc.)

ESSENTIAL FUNCTIONS:

Receives and responds to all phone calls and walk-ins as primary reception for the Yarmouth

Community Services Department. Responds to inquiries and/or takes and relays messages.

Maintains, organizes and communicates facility schedules to YCS staff, Yarmouth School

Department staff, Town employees and the public, as needed.

Communicates with School Department for access and permissions to schedule and use school

facilities, per Facility Use Policy.

Supports department correspondence needs with computer work and/or record keeping as

assigned.

Receives, time stamps and distributes incoming mail, processes outgoing mail.

Assists with data retrieval and/or files for staff, program leaders and contractors.

Assists with inquiries and applications for YCS-managed programs, including, but not limited to:

General Assistance, fee waivers, facility uses, loan closet, ticket program and equipment rentals.

Processes and posts Department deposits (cash, checks, credit cards), per schedule, as needed.

Processes public and private requests for use of Town-owned and School Department managed

facilities.

Inputs data into standard office and department forms; compiles data for various reports.

Acts as primary steward of Department’s documents and records. Coordinates public posting of

documents, reports or notices with YCS Staff, the Town Communications Manager and Schools.

Maintains departmental files. Ensures files and records are returned, organized and

accurately/properly filed.

Supports staff to plan and implement programs and special events.

Performs other work duties as assigned or required.

Final: July, 202

Town of Yarmouth

Job Description

SCHEDULE/WORK HOURS:

Consistent attendance and punctuality are essential requirements for this position.

The Temporary Administrative Assistant (Yarmouth Community Services/YCS) is designated as a
temporary position of up to 29 hours per week.

Exceptions to this schedule must be approved by the Yarmouth Community Services (YCS) Director.

In accordance with the Fair Labor Standards Act (FLSA), this position is classified as temporary/non-
exempt, meaning that pay is based on hours worked. Any hours worked over 40 hours a week will be
compensated at 1.5 times the employee’s regular pay, or compensatory time off. All overtime must be
approved in advance by the Yarmouth Community Services (YCS) Director.

DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:

(A) Graduation from high school or GED equivalent. Specialized course work in general office
practices helpful. Associates degree or higher preferred.

(B) Two (2) years of relevant and increasingly responsible related experience, or any equivalent
combination of related education and experience required.

Necessary Knowledge, Skills and Abilities:

(A) Proficiency in Microsoft Office Suite (including Word, Excel, PowerPoint, Outlook and Teams.
Familiarity or experience with Department-specific programs (I.E. Adobe and recreation
programming and facility-scheduling software), helpful. Strong knowledge of modern office
practices and procedures.

(B) Skill in operation of listed tools and equipment.
(C) Ability to work effectively in meeting and working with the public. Excellent verbal and written
communication skills. Skilled in business correspondence.
(D) Ability to handle stressful situations.

(E) Ability to work with spreadsheets and reports.
(F) Exceptional organizational, time management and prioritization skills.
(G) Demonstrated problem solving & troubleshooting skills.
(H) Excellent customer service skills.
(I) Demonstrated ability to work independently and/or as part of a team.

SUPERVISION RECEIVED: Works under the supervision of the Yarmouth Community Services
Director and Assistant Director.

SUPERVISION EXERCISED: None.

TOOLS AND EQUIPMENT USED: Personal computer, 10-key calculator, telephone, postage meter,
scanner/printer/copy machine, fax machine and other items as found in a traditional office setting.

Final: July, 202

Town of Yarmouth

Job Description

PHYSICAL DEMANDS: The physical demands as follows are representative of those that must be met
by an employee to successfully perform the essential functions of the position. Reasonable
accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this position, the employee will have frequency of movement
and shift between a sit/stand position as needed. This position will interact with others (speaking and
listening) on a daily basis. The employee will greet customers and may move from a seated to a
standing position as interactions deem. There will be recurrent use of hands and fingers to type
(computer keyboard), to operate a calculator or other office machines, to dial (telephone), to handle,
touch or to move objects, office items/tools and to reach with hands and arms.

The employee must occasionally lift, push, pull or move up to 25 pounds. Specific vision abilities
required in this position include distance vision (to view walk-in customers), close vision and the ability
to adjust focus when transitioning from colleague/customer to computer monitor. Stooping or kneeling
are rare. The employee will bend to access files.

WORK ENVIRONMENT: The work environment as follows is representative of that which an employee
will encounter when performing the essential functions of the position. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.

Traditional office setting/environment. The noise level in the work environment fluctuates from quiet to
moderately noisy. Adjustments in noise volume can increase quickly and become quite noisy with
presence of multiple customers and while working to support programs or special events.

The duties listed above 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 the
work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and
employee and is subject to change by the employer as the needs of the employer and requirements of
the job change.

The Town of Yarmouth is an Equal Opportunity Employer (EOE).

Final: July, 202

Town of Yarmouth

Job Description

I have reviewed and understand the Temporary Administrative Assistant job description. I understand
that the Yarmouth Community Services (YCS) Director, the Town Manager or the Human Resources
Director of the Town of Yarmouth retain the right to change the job description as deemed necessary. I
will follow and adhere to my job description to the best of my ability.

Apply Now

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