Department Assistant -Town Clerk's Office

DEPARTMENT ASSISTANT

Town Clerk's Office

FULL-TIME WITH EXCELLENT BENEFITS

*Salary Range: $24.33 to $30.25 per hour (Grade 2)

* Note this salary range is subject to the terms of the AFSCME Council 93, Local 2978 Administrative collective bargaining agreement and internal equity.

Candidates are REQUIRED to submit a completed Town of North Andover Employment Application along with a resume and cover letter to [email protected] to be considered for this position. The Employment Application is available on the Town’s website. This position will remain open until filled.

POSITION SUMMARY

This position performs a variety of customer service, record keeping and skilled clerical responsibilities to support the Town Clerk's Office. Work is distinguished by the ability to manage multiple assignments and customer interactions while maintaining a high level of accuracy and attention to detail. Specific tasks will vary depending on the needs of the assigned department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Learns and maintains knowledge of department specific computer software, programs, and policies.
• Meets with and assists citizens, in person or over the phone, to answer general questions, address concerns and complaints, or assist with completing and filing forms or other department related paperwork.
• Maintains electronic and hard copy files and records in compliance with applicable policies and procedures.
• Reviews and verifies accuracy of a variety of documents such as reports, spreadsheets, invoices, applications, and correspondence.
• Performs research on uncommon or unclear issues requiring an understanding of Town processes and where to locate information.
• Drafts and/or proofreads reports, correspondence, and other forms of written documents.
• Receives and routes incoming mail.
• Keeps track of office supply inventory and initiates orders as needed.
• Collects and compiles information for both routine and ad-hoc reports.
• Performs calculations using established guidelines and formulas.
• Uses department specific systems or software to generate reports, bills, statements, or notices.
• Performs accurate and timely alpha and numeric data entry into assigned systems.
• Reviews applications, issues certificates and maintains related records.
• Performs support responsibilities related to payroll and timekeeping processes.
• Provides effective and efficient customer service, which promotes and maintains a culture of responsive community relations.
• Works collaboratively with other Town employees to address and resolve concerns, provides assistance, and supports the overall functions of the department.
• Demonstrates some level of independent judgment and discretion in carrying out job responsibilities and making position related decisions.
• Demonstrates sensitivity, understanding and respect of all Town employees, residents, and visitors.
• Keeps up to date on industry trends and maintains required training, licensure and/or certification.
• Follows safe work practices and adheres to policies, procedures, ordinances that have been adopted by the Town.
• May provide support for a board or commission including tasks such as preparing and posting agendas.
• May take, transcribe, and distribute meeting minutes.
• May collect fees and/or perform other related cashier duties.
• Performs related duties as assigned.

QUALIFICATIONS

Requires the completion of a high school degree or GED, including or supplemented by two years’ experience in an office setting which required regular contact with the public, or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of:

• Current office equipment, phone systems, computer software and office practices.
• Recordkeeping practices and procedures, for both electronic and hard copy records.
• Policies and procedures related to department operations and programs.
• Town procedures regarding administrative tasks related to purchasing, accounts payable or receivable, and payroll.
• Resources available within the department which may assist in providing effective customer service.

Ability to:

• Maintain a high level of accuracy and attention to detail.
• Maintain a high level of confidentiality and use discretion when dealing with sensitive issues and information.
• Understand and follow complex verbal and written instructions.
• Effectively communicate verbally and in writing.
• Maintain diplomacy and professionalism when responding to complaints or upset customers.
• Work independently and complete projects according to established procedures, guidelines and/or deadlines.
• Work independently with minimal supervision.
• Establish and maintain effective working relationships with Town officials, coworkers, residents, vendors, and the general public.

Skilled in:

• Operating standard office equipment, including computers and word processing software.
• Learning and using new computer systems or software related to position responsibilities.
• Adhering to policies and procedures related to assigned department operations.
• Exercising good judgment, initiative, and resourcefulness in dealing with the public.
• Proofreading and reviewing own work.
• Problem solving and researching new or uncommon situations.

NECESSARY SPECIAL REQUIREMENTS

May be required to attend and complete specialized training or certification programs related to department-specific job responsibilities.

PHYSICAL REQUIREMENTS

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.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl; and smell. The employee must occasionally lift and/or move up to 25 pounds.
• May occasionally lift and/or move up to 50 pounds.

SUPERVISION

Supervision Received: Works under the general supervision of the Town Clerk.

Supervision Given: None.

SELECTION GUIDELINES

Selections shall be made on the basis of qualifications, ability, and dependability. Formal application, rating of education and experience, oral interview, reference check, and 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.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

The job posting 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.

APPLICATION PROCESS

All applicants are required to submit a resume, cover letter, and a completed Town of North Andover employment application by e-mail to: [email protected], or by mail or hand delivery to Human Resources Department, Town of North Andover, 120 Main Street, North Andover, MA 01845. Resumes may be attached to the employment application but may not serve as a substitute for completing the required employment application. The Employment Application may be obtained on the Town’s website: or by visiting the Human Resources Department, or by calling (978) 688-9526.

Applicants will be required to undergo a CORI screening.

This position will remain will remain open until filled.

Individuals who need accommodations in order to participate in this process should contact the Human Resources Department at (978) 688-9526.

Questions regarding this hiring process should be directed to the Human Resources Department at (978) 688-9526.

Job Type: Part-time

Pay: $24.33 - $30.25 per hour

Work Location: In person