JOB TITLE: Administrative Assistant II Town Manager and Select Board
POSITION GRADE/LEVEL: Grade level 3 - Personnel Policies/Plan, Full-time, Benefit eligible
FLSA STATUS: Non-exempt
RATE RANGE: Hiring Range: $25.48 - $29.90. Full range $25.48 - $34.39
DEPARTMENT/LOCATION: Town Manager and Board of Selectmen / Old Town Hall
WORK SCHEDULE: 37.5 hours per week, generally during normal Town Hall hours, to include Monday evening meetings and occasional additional evenings as needed
SUPERVISION: Executive Assistant to the Town Manager
1. Nature of Work: The Administrative Assistant performs professional administrative and clerical services in support of the operation of the Town Manager and Selectboard Offices. Employee is required to perform all similar or related duties.
2. Supervision Received: Under general supervision of the Executive Assistant to the Town Manager, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction in accordance with State and local laws and guidelines. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods as necessary. The employee is expected to recognize instances which are out of the ordinary and which do not fall within existing instructions; the employee is then expected to seek advice and further instructions. Reviews and checks of the employee’s work are applied to an extent sufficient to keep the supervisor aware of progress, and to ensure that completed work and methods used are technically accurate and that instructions are being followed. In many cases, the work is self-checking, for example, requiring accounts to balance before proceeding.
3. Supervisory Responsibility: Employee does not have any supervisory responsibilities; however, employee may assist in providing direction to a volunteer from time-to-time
4. Confidentiality: Employee has regular access to department-wide confidential information obtained during performance of regular position responsibilities in accordance with the State Public Records Law such as employee and department records
5. Accountability: Consequences of errors, missed deadlines or poor judgment may include adverse public relations, monetary loss, legal repercussions, labor/material costs and jeopardize programs.
6. Judgment: Numerous standardized practices, procedures, or general instructions govern the work and, in some cases, may require additional interpretation. Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.
7. Complexity: The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
8. Nature and Purpose of Public Contact: Relationships with co-workers, local and state officials, and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations such as vendors, banks and/or developers/contractors. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints.
9. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type 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 logical assignment to the position.
1. Acts as the primary point of contact for the office, receiving and assisting walk-in residents, answering routine questions and concerns from the public and other Town departments, and providing information or directing inquiries to the appropriate personnel.
2. Prepares and distributes complete Selectboard meeting packets to Selectboard members in a timely manner and posts meeting packets to the Town website in accordance with established schedules and public meeting requirements.
3. Attends evening open and executive session meetings of the Selectboard to take meeting minutes and record all motions and votes; prepares Selectboard meeting packets.
4. Processes Event Permit and One-Day Liquor License applications under the purview of the Selectboard.
5. Maintains office records, filing for the Selectboard and Town Manager, and the updating of various official lists (Board and Committee members; larger events/road races; legal budget spreadsheet).
6. Prepares accounts payable paperwork to process payment of invoices; maintains accounting of Legal billings; and prepares accounts receivable paperwork.
7. Responsible for updating and maintaining Board & Committee membership lists/appointments/resignations, maintaining Board & Committee member information on respective pages on the Town website and Board & Committee spreadsheet for the Annual Town Report, and maintaining a Talent Bank of citizens interested in serving on various Boards and/or Committees.
8. Works collaboratively with the Executive Assistant to post meeting agendas of the Selectboard, booking meetings in the Town Hall Mural Room, and updating meeting calendar on the Town’s website.
9. Maintains and updates the Town Manager and Selectboard webpages on the Town website and publishes or assists with publishing official Town communications through the Town's website and authorized digital communication platforms, including social media, as directed.
10. Provides administrative support to the Harbormaster/Shellfish Department for annual Commercial Shellfish Licensing in April, monthly Bonus Shellfish approval by the Selectboard, and to schedule public hearings with the Selectboard for Aquaculture licenses as requested by the Harbormaster.
11. Orders office supplies as needed.
12. Suggests and/or initiates procedures to improve the workflow and general operation of the department.
13. Assists in the preparation of Annual Town Meeting and any Special Town Meetings.
14. Composes and prepares correspondence including Proclamations and Certificates of
Appreciation.
15. Acts as the staff liaison to the King Caesar Advisory Committee, schedules meetings, posts agendas, and takes minutes. Also processes related accounts payable.
16. Assists in the maintenance of the Town Manager’s calendar and makes appointments and meetings scheduled as requested.
17. Maintains the Archive File Tracking Storage System and accommodates storage requests, reporting requirements, and annual destruction reporting. Arranges annual audit by King Information Systems every June.
10. Recommended Minimum Qualifications:
Education and Experience: Associate degree with one to three (1-3) years related work experience in a professional office setting; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. This position requires excellent judgment, confidentiality, internal and external customer service skills, digital content management, attention to detail, and the ability to manage deadlines in a public-facing municipal office. Municipal experience is a plus.
Special Requirements: Notary Public is preferred but not required when applying; however, applicant may be required to obtain upon hire.
11. Knowledge, Abilities and Skill
Knowledge: Common policies, practices and procedures of the department and office operations; laws and regulation pertinent to position functions. Working knowledge of Town-wide services and organization structure. Knowledge of personal computers and the application of office software such as word processing, spread sheet applications, and web-site applications.
Abilities: Ability to interact effectively and appropriately with the public, local and state officials, members of town boards/committees, and town personnel; ability to perform multiple tasks in an independent, organized manner and to work with sensitive and confidential information.
Skill: Proficient computer skills, recordkeeping and clerical skills, written and oral communication skills. Effective customer service skills.
12. Work Environment: The work environment involves everyday discomforts typical of offices. Noise or physical surroundings are distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours to attend evening meetings.
13. Occupational Risk: Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings.
14. Physical and Mental Requirements: The physical demands described here are representative of those 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 position’s essential functions.
Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper generally up to 30 pounds.
15. Motor Skills: Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination. Examples include using a personal computer, operating a telephone, and office equipment.
16. Visual Demands: Position requires the employee to constantly read documents and reports for understanding and analytical purposes. Employee is not required to distinguish colors.
