Department Assistant (Select Board Office)

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EMPLOYMENT OPPORTUNITY

Town of Lexington

We are currently accepting applications for the full-time position of:

Department Assistant Select Board Office

Anticipated Hiring Range: $27.43 - $31.26 with excellent benefits.

GENERAL SUMMARY:

Under the general supervision of the Office Manager, coordinates and performs a variety of administrative tasks and specialized functions to support the overall operation of the Department.

ESSENTIAL JOB FUNCTIONS:

• Receives the public (in person and by telephone) and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate person.

• Corresponds with vendors, the public and internal customers.

• Types, edits, and copies a variety of correspondence, reports, memoranda, and other material for boards and committees.

• Receives, stamps and distributes incoming mail; processes outgoing mail, and responds to mail requests.

• Maintains filing systems; responsible for document filing according to procedures.

• Cooperates as a team member in performing any duty necessary to provide services.

• Compiles and prepares annual licensing reports for ABCC.

• Processes license and permit applications, establishes and maintains license/permit database and files.

• Posts Select Board meetings, prepares materials for meetings, attends meetings as needed and completes post meeting follow through.

• Provides support to numerous boards and committees.

• Maintains Select Board appointment records and database for public committees and coordinates recruitment for committee vacancies.

• Receives, maintains database, and forwards Trustee of Public Trusts monies.

• Prepares and processes warrants for Town Meeting and elections.

• Acts as back-up to the Select Board's Office Manager/Executive Clerk.

• Responsible for taking minutes of the meetings of the Select Board when recording secretary is unavailable.

• Performs special projects and other related duties as required or directed, or as the situation dictates.

• Regular attendance at the workplace is required.

• Has access and responsibility for confidential information and records.

• Duties may require knowledge of legal processes and may have legal outcomes.

SUPERVISORY RESPONSIBILITY:

None.

MINIMUM EDUCATION & EXPERIENCE:

Equivalent to an Associate's Degree and two (2) years of administrative support experience.

ADVANCED EDUCATION & EXPERIENCE:

None.

QUALIFICATIONS:

Knowledge of:

• Modern office procedures, methods and computer/software equipment.

• Principles and procedures of confidential record keeping.

• Business letter writing and basic report preparation techniques.

• English usage, spelling, grammar and punctuation.

• Effective customer service techniques.

• Confidential records management.

• Legal processes.

Ability to:

• Perform administrative support services involving the use of independent judgment.

• Operate computer and various software necessary for performing assigned duties.

• Type at a speed necessary for successful job performance.

• Work independently in the absence of supervision.

• Communicate clearly and concisely, both orally and in writing, and maintain effective working relationships.

• Effectively handle an environment which involves close contact with coworkers and the public, including upset customers.

• Make sound decisions and use good judgement.

WORKING CONDITIONS & PHYSICAL DEMANDS:

Work is performed in a highly trafficked office which can be noisy and disruptive. Frequently required to climb stairs to upper level of office and occasionally required to lift and/or move objects up to 25 pounds. Operates computer, printer, photocopier, fax machine, and other office equipment. Work requires extended periods of sitting, reaching, typing, and mousing, which requires eye-hand coordination and finger dexterity.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. 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.

APPLICATION PROCESS

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

All applicants are required to complete a Town application form, available from the Internet at emailing [email protected], calling (781) 698-4590 or by visiting the Human Resources Department. Resumes may be attached to the application form as additional information, but cannot serve as a substitute for completing the required application form.

CORI screening required.

The Town reserves the right to modify the application deadline, and/or accept applications after the deadline, to best serve the interest of the community. After the deadline all applications will be reviewed and the most highly qualified candidates will be invited to one or more interviews. All applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.

Individuals who need accommodations in order to participate in this process should contact the Human Resources Department.

Questions regarding this hiring process should be addressed to the: Human Resources Department

Town of Lexington 1625 Massachusetts Avenue

Lexington, MA 02420

(781) 698-4590

[email protected]

Job Type: Full-time

Pay: $27.43 - $31.26 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• No weekends

Ability to Relocate:

• Lexington, MA 02420: Relocate before starting work (Required)

Work Location: In person