NATURE OF WORK:
Responsible high level and complex secretarial, administrative and technical duties of varied nature in the coordination and operation of the office of the General Services Department and oversight of the facilities in the Public Safety Building. Provides as Assistant to the General Services Director. The position requires initiative, discretion and independent judgement. Deals with general routine matters regarding established policy; all other related work as required.
1. ESSENTIAL FUNCTIONS
A. Administrative Support
1) Composes routine correspondence and memorandums for Supervisor’s approval.
2) Performs general office duties such as typing and proofreading correspondence, distributing or filing official forms, scheduling appointments and meetings, preparing travel arrangements, and collecting fees.
3) Assisting with receiving, screening and routing calls, mail and visitors.
4) Receives inquiries and complaints from public, resolves if possible or refers to the appropriate official.
5) Maintains Department files of records, correspondence and reports including confidential material.
6) Assists other Staff with various projects as assigned.
7) Performs a variety of secretarial duties that require initiative, discretion and independent judgement.
8) Coordinates janitorial cleaning contract with vendor, including inspections, reporting changes to schedule(s), complaints, and resolving issues with service.
9) Coordinates monthly and annual cleaning and servicing for air conditioning systems within City Hall and the Public Safety Building with vendor, handling complaints, equipment failure, and resolving issues.
10) Coordinates the lease contract for the City Hall copier and postage equipment, supplies for the equipment (toner, ink, copier paper, labels, all USPS mailing supplies/forms for use by all City offices); coordinates training as appropriate when new equipment is installed; coordinates the reporting of issues, complaints, maintenance and repairs of equipment.
11) Schedules maintenance and required inspections for City Hall lift with appropriate State agency.
12) Completes records management inventory for planning and zoning files and minute packets within the General Services Department, transferring records to the City Clerk’s Office for retention.
13) Research and completes zoning and land use classifications for all Business Tax Receipt applications and alcohol sales applications for Director’s signature.
14) Cross trained to serve as back-up to the General Services Staff and in absence of City Clerk’s Staff.
15) Serves as Notary Public providing service to the City and the public.
16) Work and attend City functions (tree lighting, parades, special events, etc.).
17) Submit requests for repairs and maintenance of office including equipment and furniture.
18) Schedule any needed maintenance for City Hall and the Public Safety Building.
19) Performs other duties and special projects assigned.
20) Maintains City-wide vendor list for bids/proposals.
21) Receives and distributes to appropriate departments/staff emails from the website.
22) Operates and maintains electronic meeting equipment in Council Chambers for all Planning Board/Board of Adjustment/Design Review Board and Technical Review Committee meetings including, but not limited to, exhibit display and recording equipment.
B. Assisting to the Duties of the General Services Director
1) Attends meetings of the Technical Review Committee (TRC), Planning Board/Board of Adjustment/Design Review Board (PB/BOA/DRB), taking minutes of record and preparing official minutes for approval, distributes to appropriate Staff members and files.
2) Processes Petitions and Applications for items to be scheduled before the TRC and PB/BOA/DRB; coordinates the monthly advertising/notices with appropriate Departments for publishing and website.
3) Schedules monthly meetings, prepares and distributes TRC and PB/BOA/DRB agendas and supporting documentation for Committee Members, Petitioners, Applicants, and the press.
4) Keeps abreast of ordinances, resolutions, policies and procedures, conducts research for review by Supervisor.
5) Reviews and submits Department website content.
6) Maintains Department inventory and records of items.
7) Perform fiscal duties such as preparing Department accounts payables for review/approval by Supervisor/Department Head, making expenditures, obtaining quotes/bids for services or products for the Department. Prepares monthly Department detail budget report for review.
8) Coordinates all bid openings, including Requests for Qualifications and Requests for Proposals with appropriate Department Head(s); including but not limited to scheduling the use of the Council Chambers for pre-bid meetings, bid openings; coordinates the monthly advertising/notices with appropriate Departments for publishing and website; notifying vendors of proposed bid opportunities.
9) Attends all pre-bid meetings and openings; documents attendance and assists with review of bid materials; provides notice of bid information to Departments for appropriate public notices.
10) Assists in scheduling and coordinating the review and/or approval of various types of plans, reports, and/or inspections relating to building and zoning matters with all appropriate Departments.
11) Performs research and compiles reports related to responsibilities of the General Services Department.
12) Creates and updates forms and checklists.
13) Assists in the performance of detailed administrative work.
2. QUALIFICATIONS
1) Principles, practices, and methods of office procedures.
2) Modern office systems and technology including a personal computer, Windows 10, Microsoft Office with proficient knowledge of Word, Excel, PowerPoint, Outlook and Publisher.
3) Proficient in setting up, coordinating, and managing electronic meeting formats, including Zoom and Team meetings.
4) Operating multi-line telephone systems and various other office equipment.
4) Business letter writing, email communications, and report preparations.
5) English usage, spelling, grammar, and punctuation.
1) Touch type accurately and efficiently.
2) Spell and use correct grammar.
3) Speak calmly and distinctly in stressful situations.
4) Multi-task in stressful and normal situations; organize all duties assigned.
5) Hear and distinguish the spoken word at ordinary auditory thresholds.
6) Control personal emotions and reactions.
7) Communicate effectively, orally and in writing with the public, elected officials, Department Heads, other employees of the City and employees of other governmental agencies.
8) Apply good judgement, to effectively and diplomatically deal with co-workers, Supervisors, and the public, some of whom may be irate and unreasonable.
9) Perform job responsibilities in a timely manner to meet scheduled deadlines.
10) Physically and mentally work independently.
11) Coordinate, delegate and negotiate.
12) Represent the City at public special events and projects such as career fairs, etc. May require outside office hours.
13) Prepare and compose letters and reports; make decisions in accordance with Departmental policy.
14) Display total discretion when dealing with subjects of a confidential nature, always maintaining the City’s best interest.
Pay: $44,672.79 - $50,256.89 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
