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
Perform clerical support services for the Town Administrator including but not limited to mailings, filing, meeting preparation, development of annual town report
Conservation
Process all incoming Wetlands applications
Publish legal notices
Create & maintain accurate files on all applications and actions
Establish the scheduling of site visits,
Produce and post the monthly meeting agendas for Conservation
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.
Tracks annual budget & all financial turnovers
Prints and files all applicant emails
Communicates with Conservation Agent and/or other wetland consultants
Board of Health
Process all incoming permit/licensing requests
Create & maintain accurate files on all applications and actions
Produce and post the monthly meeting agenda
Preparation & distribution of meeting minutes
Process monthly septic pumping records
Tracks annual budget & all financial turnovers
General Town Hall Support
Provide afternoon Counter Services to folks seeking services at Town Hall & field incoming general inquiry telephone calls
C-Necessary Knowledge, Skills and Abilities
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.
Ability to organize time efficiently and to maintain accurate records.
Ability to maintain highly confidential information.
Excellent administrative and clerical skills. Expertise and skill in operating personal computers and applicable word processing, spreadsheet, database, and statistical applications
Ability to communicate clearly and concisely in person, by phone and in writing.
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.
Ability to work independently and to accept direction from supervisors.
Thorough knowledge of the paperwork, policies and procedures of applicable municipal and state laws & regulations, local bylaws, insofar as legal and regulatory timeframes.
_________________________________________________________________________