Administrative Assistant II - Town Manager and Select Board

Administrative Assistant II Town Manager and Select Board

Position Grade/Level: Grade level 3 - Personnel Policies/Plan, Full-time, Benefit eligible

FLSA Status:
Non-exempt

Rate Range:
Hiring Range: $25.48 - $29.90. Full range $25.48 - $34.39

Department/

Location:

Town Manager and Board of Selectmen / Old Town Hall

Work Schedule:

37.5 hours per week, generally during normal Town Hall hours, to include Monday evening meetings and occasional additional evenings as needed

Supervision:
Executive Assistant to the Town Manager

Nature of Work:
The Administrative Assistant performs professional administrative and clerical services in support of the operation of the Town Manager and Select board Offices. Employee is required to perform all similar or related duties.

Supervision Received:
Under general supervision of the Executive Assistant to the Town Manager, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction in accordance with State and local laws and guidelines. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods as necessary. The employee is expected to recognize instances which are out of the ordinary and which do not fall within existing instructions;

the employee is then expected to seek advice and further instructions. Reviews and checks of the employee's work are applied to an extent sufficient to keep the supervisor aware of progress, and to ensure that completed work and methods used are technically accurate and that instructions are being followed. In many cases, the work is self-checking, for example, requiring accounts to balance before proceeding.

Supervisory Responsibility:
Employee does not have any supervisory responsibilities; however, employee may assist in providing direction to a volunteer from time-to-time

Confidentiality:
Employee has regular access to department-wide confidential information obtained during performance of regular position responsibilities in accordance with the State Public Records Law such as employee and department records

Accountability:
Consequences of errors, missed deadlines or poor judgment may include adverse public relations, monetary loss, legal repercussions, labor/material costs and jeopardize programs.

Judgment:
Numerous standardized practices, procedures, or general instructions govern the work and, in some cases, may require additional interpretation. Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.

Complexity:
The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Nature and Purpose of Public Contact:
Relationships with co-workers, local and state officials, and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations such as vendors, banks and/or developers/contractors. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints.

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.

Acts as the primary point of contact for the office, receiving and assisting walk-in residents, answering routine questions and concerns from the public and other Town departments, and providing information or directing inquiries to the appropriate personnel.

Prepares and distributes complete Select board meeting packets to Select board members in a timely manner and posts meeting packets to the Town website in accordance with established schedules and public meeting requirements.

Attends evening open and executive session meetings of the Select board to take meeting minutes and record all motions and votes; prepares Select board meeting packets.

Processes Event Permit and One-Day Liquor License applications under the purview of the Select board.

Maintains office records, filing for the Select board and Town Manager, and the updating of various official lists (Board and Committee members; larger events/road races; legal budget spreadsheet).

Prepares accounts payable paperwork to process payment of invoices; maintains accounting of Legal billings; and prepares accounts receivable paperwork.

Responsible for updating and maintaining Board & Committee membership lists/appointments/resignations, maintaining Board &…