Town Clerks Office - Administrative Assistant

Town Clerks Office - Administrative Assistant I

Department:
Town Clerk’s Office

FLSA Classification: Non-Exempt

Union: AFSCME

This position provides moderately complex administrative support in the day-to-day office operations of the Town Clerk’s Office. This position is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control; performs all other related work as required.

(The essential functions or duties listed below 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.)

• Performs general office work: answers phones, distributes mail, drafts correspondence, orders supplies, and acts as a go-to for general office help.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Provides information by answering questions and requests.
• Registers all deaths in Billerica within the States VIP system dealing closely with funeral homes to assure correct information is recorded about the deceased.
• Registers all births in Billerica within the VIP system. Makes modifications and adjustments as needed or requested from parents and/or hospitals.
• Stores records by performing data entry of information onto the computer system, card files and books.
• Creates templates to print death and birth records directly from the State.
• Takes and records marriage intensions from the public.
• Participates in the elections process, performing administrative duties.
• Contributes to team effort by accomplishing related results as needed.
• Performs similar or related work as required, directed or as situation dictates.

High School Diploma or Associates Degree. Three to five (3-5) years of progressive administrative experience or related field preferred; experience working with upper-level management, experience working with the public and responding to customer service requests or any equivalent combination of education and experience.

Working knowledge of the municipal administration process, the functions of municipal government, understanding of the interaction between local government, state government, and federal government, basic working knowledge of business administration, practices, general office procedures, and applicable local, state, and federal laws.

Ability to lead, plan, organize and collaborate with others, ability to communicate effectively, ability to establish and maintain effective working relationships with all town employees, board/committee members, officials and the general public, ability to recognize town-wide priorities and work cooperatively to support their accomplishment, ability to prioritize multiple tasks and deal effectively with interruptions, often under considerable time pressure, ability to operate a computer and proficient in the use of MS Office and State systems for the Town Clerk’s office, and financial software.

Excellent customer service and organization skills, excellent written and verbal communication skills, excellent computer skills including MS Office applications.

(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 essential functions.)

This position is frequently required to sit, communicate, or…