Administrative Assistant II - Facilities

Position Title:

Administrative Assistant II
- Facilities

Department:
Facilities

Reports To:

Facilities Director

FLSA Status:
Non-Exempt, full-time, benefit eligible

Position Grade:
Personnel Policies, Non-management, Grade 3

Rate:
Hiring range $25.48- $28.18. Full FY27 range $25.48- $34.39 effective 7/1/2026.

Work Schedule:

Mon-Fri following Town Hall hours of operation, 37.5 hours per week

START DATE:

Position available July 1, 2026

1. Nature of Work:
The Administrative Assistant II performs administrative office management function to the Facilities Department. This position entails the performance of complex office tasks requiring composing and typing correspondence, reports, computer data entry work, record keeping, filing, and working directly with vendors, service providers, and other facility staff. The Administrative Assistant II is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

2. Supervision Received:
Works under the direct supervision of the Facilities Director.

3. Confidentiality:
Employee has regular access to confidential information of the department. Confidentiality must be maintained with regard to this information in accordance with Departmental Policy and the Public Records Act.

4. Accountability:
Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town. Consequences of errors, missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

5. Judgment:
Guidelines may be in the form of administrative or organizational policies, general principles, legislation or directives that pertain to a specific department or functional area. Extensive judgment is required to develop new or adapt existing methods and approaches for accomplishing objectives or to deal with new or unusual requirements within the limits of the guidelines or policies.

6. Complexity:
The work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field. Assignments typically concern such matters as assessing services and recommending improvements.

7. Nature and Purpose of Public Contact:
Employee interacts constantly with co-workers and the public. The employee deals with the public and other individuals regarding information pertaining to them in the Town’s records under the Administrative Assistant’s assigned responsibilities. Excellent communication and customer service skills are required, involving courtesy, tact, and diplomacy in resolving complaints or concerns of the public and in working with co-workers, State and County agencies.

8.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type 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 logical assignment to the position.

a. Makes frequent contact with the general public and other town departments.

b. Has contact with local vendors, service providers, including architects, engineers and persons working in various trades (carpenters, electricians, plumbers, etc.). Contacts are primarily in person, by telephone, and in writing, and involve discussing semi-complex information; contacts with the public require considerable knowledge, patience and courtesy.

c. Has access to department-level confidential information that requires the application of appropriate judgment, discretion and professional office protocols.

d. May be required to attend special meetings and work on special projects; performs similar or related work as required or as situation dictates.

e. Assists Facilities Director in the day-to-day operation of the office.

f. Assists staff, public and other departments in the furnishing of information and resolution of problems.

g. Researches questions and answers telephone and in-person inquiries, service requests and…