Position Summary:
Shall have the duties of the administrative assistant, utility clerk, and selectboard's clerk.
Administrative Assistant:
With the Selectboard, serves a pivotal role as part of the Town Management team the administrative component in the Office of the Selectboard; provides assistance in carrying out the operations and activities necessary for the effective, efficient operation of the town. Assists the Selectboard in routine matters, and provides necessary information for decision-making for the Board. Assists the Office of the Selectboard in the day-to-day operations of the town.
Utility Clerk
Responsible for the implementation and oversight of the Town's day-to-day billing, measurement, and accounting for Water and Sewer usage, and for the Transfer Station.
Selectboard's Clerk:
Responsible working evening hours and weekend, and for attending regular Board of Selectmen’s meetings, taking accurate minutes of meetings, posting agenda's and completing Board directives and indicated.
Admin Duties:
- Provides summaries, budgets or other administrative duties as assigned by the Selectboard.
- Responds to questions/issues from the public
- Attend Selectboard regular weekly meetings and all special meetings and the Annual Town Meeting, as directed by the Selectboard.
- Attend selected additional meetings with other Town Committees and Boards as directed by the Selectboard.
- May assist the Zoning Administrator as needed.
- Assist Selectboard with Special Projects (i.e., Flood Hazard Bylaw, FEMA Mapping and reports), as assigned.
- Assist with the application and writing process for all relevant grants. Will track grant work and completion of grant projects.
- Assist Selectboard with implementation and compliance of Solid Waste including any updates or education needed with regard to the solid waste/recycling at the Transfer Station, solid waste records.
- At the request of the Selectboard, act as point person to gather information from the Town Attorney, and/or Vermont Leagues of Cities and Towns (VLCT), in order to provide current legal information regarding all aspect and functions of town government.
- Answer the phone, provide information about town services and departments, make appropriate referrals, and take messages.
- Retrieve, open, date stamp and prioritize mail for Selectman's office. Distribute mail as needed.
- Draft, type, and mail/email/fax correspondence as directed.
- Maintain all active and archived, paper and electronic files.
- Update Town website or other designated vehicle as directed for posting events notices, news or other communications to townspeople.
- Assist with all other duties as assigned by the Selectboard.
Utility Clerk Duties:
1. Collect, count, and disburse money, do basic bookkeeping and complete banking transactions utilizing the Towns NEMRC accounting software program.
2. Liaison with NEMRC with respect to services
3. Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders and address complaints.
4. Compile, copy, sort, and file records of office activities, business transactions, and other activities.
5. Performs general clerical functions such as sorts, routes and distributes mail; types material from typed or handwritten copy; prepares correspondence, reports and other documents.
6. Maintain confidentiality and privacy requirement of customer and Departments pursuant to state law and local regulations.
7. Utilizes computerized data entry equipment and various word processing, spreadsheet
and file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary, and summarizes data in preparation of standardized reports.
8. Organizes and maintains files of records and correspondence of both a routine and confidential nature.
9. Interprets routine administrative policies and decisions as necessary; provides
information to the public with regard to these polices.
10. Complete and mail, monthly billing, and related reconciliations.
11. Preparation of deposits to be provided to the Town Treasurer.
12. Accept monies from utility/transfer station customers, and process according to Town policies.
13. Maintain compliance with GAAP standards.
14. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
15. Compute, record, and proofread data and other information, such as records or reports.
16. Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
17. Review files, records, and other documents to obtain information to respond to requests.
18. Process and prepare documents, conduct complex analysis reports on utility usage.
19. Monitor and direct the work of assistant utility clerk(s).
20. Train other staff members to perform work activities, such as using computer equipment and applications.
21. Troubleshoot problems involving office equipment, such as computer hardware and software.
22. Coordination of the Transfer Station to include but not limited to distribution and accounting of all transfer station stickers, trash bag stickers, outgoing load reports, reports to the Agency of Natural Recourses (ANR).
23. Coordinate with DPW Superintendent to ensure proper water meter reading are timely and accurate.
24. Read water meters.
25. Compile relative monthly and quarterly reports.
26. Ability to deal with the general public in a positive and civil manner.
27. Ability to communicate well, and to work well with others.
28. Employee will remain familiar and comply with all relevant Federal/State laws and regulations
29. Employee will report any and all accidents or injuries to your Supervisor and Town Clerk
within 24 hours of the event. Accidents or injuries will be reported on forms provided by the town. (see Department of Labor - Workers' Compensation Form 1)
30. Employee may be required to perform duties other than those listed in job summary, as necessary, at the direction of the Selectboard or their authorized representative agent
Selectboard's Clerk Duties:
1. Attend regular Selectboard meetings and take minutes.
2. Record minutes in accordance to state law.
3. Compile approved agenda items and post according to state law and local regulations.
4. Performs general clerical functions, compile, copy, sort, and file records of office activities, and other Board activities
5. Organizes and maintains files of records and correspondence of both a routine and confidential nature.
6. Proof-read all materials to ensure documents are free of inaccurate content, typos and/or grammatical errors.
7. Interprets routine administrative policies and decisions as necessary; provides information to the public with regard to these polices.
8. Prepare legal notices for newspaper publications.
9. Maintain confidentiality and privacy requirement pursuant to state law.
10. Communicate with community members, employees, and other individuals to answer questions, disseminate or explain information, take orders and address complaints.
11. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
12. Maintain and update filing, inventory, mailing, and database systems, both manually and using a computer.
13. Assist in the preparation and publishing of the Annual Town Report.
14. Train other staff members to perform work activities, such as using computer equipment and applications.
15. Troubleshoot problems involving office equipment, such as computer hardware and software to include MS Work, Excel, email, internet and Adobe Acrobat Writer.
16. Shall be proficient in the utilization of email and internet use.
17. Shall ensure the Selectmen's page of the Town Website is current and accurate.
18. Ability to deal with the general public in a positive and civil manner.
19. Ability to communicate well, and to work well with others.
20. Employee will remain familiar and comply with all relevant Local/ Federal/State laws and regulations
21. Employee will report any and all accidents or injuries to your Supervisor and Town Clerk
within 24 hours of the event. Accidents or injuries will be repo1ted on forms provided by the town. (see Department of Labor- Workers' Compensation Form 1)
22. Employee may be required to perform duties other than those listed in job summary, as necessary, at the direction of the Selectboard or their authorized representative agent
Qualifications:
*Demonstrated management experience in political/municipal
government; Personnel issues, and comfortable managing multiple projects
*Understanding of the general principles that apply to business settings, as well as familiarity with office procedures and general practices.
*Familiarity or experience researching and writing grants
*Experience handling confidential situations (and related paperwork); ability to discern "need to know", for both employees and elected officials
*Experience with Budget processes and Fund Accounting; ability to read budget reports and ensure accurate representation of payments issuing through the Selectboard
*Experience or familiarity with personnel procedures and policy setting, as well as routine update and confidentiality requirements associated with maintenance of individual personnel records
*Computer literacy: NEMREC, Word, Excel, Microsoft Publisher/Adobe (or similar), PowerPoint, and Web design and update
*Proven ability to communicate across departments and other municipal entities, providing clarification and/or assistance when needed
Pay: From $20.00 per hour
Work Location: In person
