Position Title: Administrative Assistant
Department: Administration
Hired/Appointed by: Selectmen/Town Administrator
Reports to: Town Administrator
Hours per Week: 15-19
A-Position Summary
Performs administrative and clerical functions supporting the Town Administrator, Conservation Commission, Board of Health, and the general operations of the Town Hall. Performs a variety of very responsible functions of an administrative and technical nature requiring the exercise of judgment to interpret guidelines and carry out assignments independently. The position requires a working knowledge of departmental operations, local and state laws, and involves both standard and non-standard practices and techniques. The position is called upon to handle a significant amount of details, each varying from the other in substance and content, requiring the incumbent to approach workload with flexibility; exercises considerable judgment in responding to inquires from the general public and managing workload and assignments.
B-Essential Functions, Duties and Responsibilities
Works with the Town Administrator and the Conservation Commission, and Board of Health under the supervision of the Chairs, and performs the following:
Town Administrator
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Perform clerical support services for the Town Administrator including but not limited to mailings, filing, meeting preparation, development of annual town report
Conservation
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Process all incoming Wetlands applications
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Publish legal notices
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Create & maintain accurate files on all applications and actions
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Establish the scheduling of site visits,
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Produce and post the monthly meeting agendas for Conservation
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Preparation of meeting minutes and all paperwork & communication on behalf of the Commission related to the Commission’s responsibilities under the Wetlands Protection Act, local Wetlands By-Law & Scenic Mountain Act.
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Tracks annual budget & all financial turnovers
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Prints and files all applicant emails
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Communicates with Conservation Agent and/or other wetland consultants
Board of Health
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Process all incoming permit/licensing requests
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Create & maintain accurate files on all applications and actions
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Produce and post the monthly meeting agenda
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Preparation & distribution of meeting minutes
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Process monthly septic pumping records
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Tracks annual budget & all financial turnovers
General Town Hall Support
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Provide afternoon Counter Services to folks seeking services at Town Hall & field incoming general inquiry telephone calls
C-Necessary Knowledge, Skills and Abilities
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Associates degree or two years of post-high school training in business, secretarial science or relates field: and three years of experience in general clerical and secretarial work; municipal experience preferred; or any equivalent combination of education and experience.
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Ability to organize time efficiently and to maintain accurate records.
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Ability to maintain highly confidential information.
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Excellent administrative and clerical skills. Expertise and skill in operating personal computers and applicable word processing, spreadsheet, database, and statistical applications
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Ability to communicate clearly and concisely in person, by phone and in writing.
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Excellent interpersonal skills and ability to work effectively and with tact in dealing with diverse groups of people including town employees, officials, and the general public.
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Ability to work independently and to accept direction from supervisors.
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Thorough knowledge of the paperwork, policies and procedures of applicable municipal and state laws & regulations, local bylaws, insofar as legal and regulatory timeframes.
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