Administrative Assistant

The Town of Ashland seeks qualified, experienced, and energetic candidates for the position of Administrative Assistant within the Department of Public Works.

Salary Range: Grade C-7 $23.5165/hr. - $26.3623/hr, DOQ
*Full range for C-7 is ($23.5165/hr – $31.1614/hr)
This is a full-time position.

DEFINITION

Provide clerical and administrative support for the Department of Public Works’ Highway, Water/Sewer, and Cemetery Divisions, including Accounts Payable.

ESSENTIAL FUNCTIONS

The following list is descriptive of the position but is not intended to be restrictive or limiting. The position requires the following essential functions:

• Accounts Payable

  1. Administer accounts payable for the DPW

  2. Maintain spreadsheets of invoices and payments

  3. Maintain vendor list

  4. Provide reports as needed

• Cemetery

  1. Maintain cemetery record keeping

  2. Issue cemetery deeds

  3. Process and maintain burial arrangements, fees, and cemetery maps

  4. Submit burial permits to Town Clerk

• Permits

  1. Assist with DPW permits

  2. Collect fees and submit to treasurer’s office

  3. Update forms as necessary according to state requirements

  4. Follow up on permits for completion and release

• Other duties:

  1. Maintain resident feedback and respond as needed

  2. Assist public with permits, forms, maps, etc, as needed

  3. Assist with DPW vehicle records

  4. Assist with field bookings as needed

  5. Assist with snow and ice documents, invoices, and contract renewals

  6. Create timecards for staff and act as backup for DPW payroll

  7. General clerical support such as answering phones, data entry, filing

The position will be cross-trained in other administrative responsibilities within the office and may perform additional related duties consistent with the needs of the department.

SUPERVISION RECEIVED

Works under the supervision of the Deputy DPW Director.

OVERSIGHT EXERCISED

None.

ACCOUNTABILITY

The position is responsible for performing work in a timely and conscientious manner. The nature of the work assures errors are usually detected in succeeding operations, either as part of an audit, reconciliation, or review of work. Consequences of errors include missed deadlines, data errors, and time loss.

JUDGMENT

The position exercises judgment when locating, selecting, and applying the most pertinent practice or procedure. The work is governed by numerous standardized practices, procedures and instructions, however, additional interpretation is often needed to determine the best course of action.

COMPLEXITY

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 direction of the supervisor, nature of the transaction, or the information

involved or sought in a particular situation.

NATURE AND PURPOSE OF CONTACTS

Interactions with people are primarily with co-workers 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 interactions are external customers, usually residents. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed people.

CONFIDENTIALITY

Employee may have access to some confidential information that is obtained when performing essential functions.

EDUCATION AND EXPERIENCE

A High School Diploma, or equivalent is required. One to three years of related experience is required. An equivalent combination of education and experience may be substituted for listed requirements at the discretion of the hiring authority.

KNOWLEDGE ABILITY AND SKILLS

Must be detail oriented and have excellent clerical and administrative skills. Must have strong computer skills. Must have excellent customer service skills. Must be able to establish and maintain effective work relations.

WORK ENVIRONMENT

The majority of work is performed in an office environment. Noise and physical surroundings may be distracting, but conditions are generally not unpleasant.

PHYSICAL DEMANDS

Little or no physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking and standing, particularly when helping customers. May be required to lift objects such as files, boxes of papers and other office supplies, weighing up to 30 pounds.

MOTOR SKILL & VISION REQUIREMENTS

Duties are largely mental rather than physical, but the job may frequently require motor skill for moving objects, operating computers, telephones and other office equipment. Visual demands involve reading of documents, on paper and electronically, for general understanding and analytical purposes.

The Town retains the right to adjust employee responsibilities and require temporary reassignments in accordance with the employee Agreement.

This job description does not constitute an employment agreement between the employer and the employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Town of Ashland values diversity and we are proud to be an Equal Opportunity Employer. We welcome applicants of all backgrounds and experiences and do not discriminate based on race, color, religion, gender, national origin, age, disability, veteran status, or any other protected status under the law.