Job Summary
The Town of Dartmouth is seeking a highly organized and professional Administrative Assistant to provide confidential administrative, clerical, and professional support to the Town Administrator’s Office and Select Board. This position plays an important role in supporting the efficient operation of the office and serves as a key point of contact for elected officials, department heads, employees, residents, and outside agencies.
The successful candidate will work with considerable independence to manage complex administrative functions, coordinate Select Board activities, support licensing processes, maintain official records, and assist with financial and budget-related tasks. This position requires excellent organizational skills, sound judgment, discretion, strong customer service skills, and the ability to manage multiple priorities in a fast-paced municipal environment.
Duties
- Performs administrative and clerical work as needed to support office operations. Keeps the Town Administrator and/or designee informed of issues and activities within the scope of the Town Administrator’s Office.
- Provides excellent customer service to internal and external customers. Responds to sensitive requests for information and assistance; provides information regarding Town rules, policies, and regulations; and assists with the resolution of resident inquiries, concerns, and complaints.
- Manages Select Board licensing responsibilities, including alcoholic beverage licenses and other permits under the Board’s jurisdiction, and ensures compliance with applicable local and state regulations.
- Coordinates all aspects of Select Board activities, including meeting preparation, agendas, minutes, follow-up actions, and public hearings. Coordinates the appointment process for boards and committees, including postings, communications, and recordkeeping.
- Maintains information, records, and files in paper and electronic formats for the office, including the accurate recording, classification, compilation, posting, updating, sorting, and filing of materials. Collects fees and fines for the office, as applicable.
- Assists the public, Town departments, and vendors by providing routine information and assistance, resolving minor problems and complaints, performing informational and referral services, answering telephone calls, taking messages, and directing calls to the appropriate individual or department.
- Prepares a variety of documents, including correspondence, memoranda, meeting and legal notices, orders, warrants, vouchers, purchase orders, permits, reports, newsletters, and agendas, from rough drafts or general instructions.
- Performs a wide variety of specialized clerical procedures, which may include factual research, analysis, calculations, staff training, and appointment scheduling.
- May attend department staff meetings and other meetings of boards and committees as required.
- Opens and processes mail; distributes reports, memos, and necessary information to appropriate persons.
- Plans special events and activities for the Select Board and Town Administrator as needed.
- Supports the goals of the assigned office, department, and the Town of Dartmouth through sound problem solving, effective decision making, a commitment to customer service, and initiative to improve efficiency and effectiveness.
- May assist in developing notices, flyers, brochures, newsletters, media releases, articles, and other informational materials regarding Town programs and services.
- Arranges reservations and travel for meetings, seminars, and conferences, as needed.
Requirements
- Proven office management or administrative experience with a strong background in clerical duties
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Strong organizational skills with the ability to prioritize tasks effectively and manage time efficiently
- Excellent computer literacy including data entry, document proofreading, and familiarity with office management software
- Experience with multi-line phone systems and providing exceptional customer service via phone or in person
- Ability to handle sensitive information discreetly while maintaining confidentiality at all times
- Previous experience in licensing or regulatory environments is advantageous but not required
- Personal assistant experience or calendar management skills are highly valued
Join us in a role that combines essential administrative functions with meaningful support for the residents of theTown of Dartmouth. We value energetic professionals eager to contribute to a well-organized office environment where attention to detail and proactive communication make all the difference!
For a full job description please visit https://www.dartmouthma.gov/Jobs.aspx
Pay: $26.36 - $34.27 per hour
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
