Administrative Assistant

REPORTS TO:   Human Resources Manager

Job Overview:   Provides a variety of routine and complex clerical, administrative and technical work in the administration of the town government.

Duties and Responsibilities:

·         Main point of contact for phone and general email inquiries.

·         Retrieves and distributes town mail.

·         Provides customer service to citizens, guests, town staff, Mayor, and public officials.

·         Enters revenue payments taken in person or through Xpress Bill Pay into Caselle and makes bank deposits.

·         Administers front office duties including receptionist, maintaining office equipment, ordering supplies, collecting and distributing mail, scheduling meetings, assembling information, filing, and ordering meals for meetings.  Maintains kitchen, town council chambers, and meeting rooms.

·         Processes monthly utility billing.  Researches and resolves issues, updates customer accounts, and tracks meter and radio replacements.

·         Assists planning and zoning commission and Parks, Recreation, Arts, and Cemetery Committee (PRACC) including attending meetings, preparing minutes and meeting packets, and disseminating information to the general public and town staff.

·         Monitors bag fee collections.

·         Updates town website as necessary.

·         Assists with mailings to support all departments.

·         Assists departments as necessary including, but not limited to:

a)      Public Works:  monthly fuel logs, accounts payable coding, facilities reservations, memorial benches and other memorial program coordination

b)      Water:  accounts payable coding, customer notification mailings, meter updates

c)      Engineering/Planning: assists with enforcement of sign code, development code, nuisance ordinance and permitting.  Manages Energy Star energy usage program.

d)      Events and Recreation Department: counting concert concessions funds, events deposits, delegation of cash banks for all events and lost and found

e)      Marina: tracks daily sales reports and enters into accounting software 

f)       Town Clerk:  records management via Laserfiche 

g)      Human Resources:  onboarding/offboarding,  and employee record keeping

·         Assists with parking permit approvals.

·         Ability to establish and maintain effective working relationships with employees, supervisors, and other departments, officials, and the public.

·         All other duties as assigned.

Work Environment/Physical Activities:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Work is performed in an indoor office environment with exposure to periods of high activity, frequent interruptions, periods of noise and high degree of public contact.

While performing the duties of this job, the employee is frequently required to sit, talk, and hear.  The employee is occasionally required to walk; use hands to finger, handle, feel or operate objects; and reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

Equipment Used:  Telephone switchboard, personal computer, MS Office word processing and spreadsheet software, accounting software, printer, 10-key calculator, fax machine, copy machine, postage machine, audio recorder, and motor vehicle.  Experience with Caselle, Smartsheet, and Xpress Billpay a plus.

Supervision Exercised:  None.

Qualifications:  Two or more years of experience as an administrative assistant.  Excellent computer skills required.  Works responsibly and independently; communicates effectively verbally and in writing; and operates listed equipment skillfully.  Bookkeeping skills and working experience in local government a plus.

Selection Guidelines:  Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types 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 a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

FLSA Status:  Non-Exempt