Town of Dartmouth
Part-Time Principal Office Assistant II (Confidential)
Town of Dartmouth, North Dartmouth, Massachusetts, us, 02747
PRINCIPAL OFFICE ASSISTANT II (CONFIDENTIAL)
TOWN ADMINISTRATOR/SELECT BOARD OFFICE
19.5 hrs/week (afternoons)
Non Union Grade 5
Definition:
Highly responsible, skilled clerical and administrative work in supporting the operations of the Town Administrator's Office in a confidential capacity to discharge the duties of the office of the Town Administrator within the office of the Select Board. Manages the daily clerical duties of the office; all other related work as required.
Performs a variety of secretarial, clerical and administrative duties requiring the exercise of considerable judgment, a strong knowledge of office operations, and the ability to work with numerous interruptions; responsible for carrying through entire functions of considerable importance to the office.
Supervision:
Works under general direction of the Town Administrator or his/her designee, generally setting own daily work plan. Chooses appropriate courses of action, at times in the absence of policies to achieve defined objectives; refers only unusual cases to supervisor.
Job Environment:
May be required to work between multiple departments. Operates computer, telephone and all other standard office equipment. May operate a radio and other communication equipment.
Makes frequent contacts with the general public, other town departments, vendors and representatives of outside organizations; contacts are in person, by telephone and in writing and require strong communication and customer service skills.
Errors could result in confusion, delay, loss of services, monetary loss to the Town and adverse public relations.
Has access to highly confidential information including collective bargaining materials required in labor relations, negotiating positions for collective bargaining, employee grievances, and executive session minutes for the Select Board, personnel records including medical records in workers' compensation matters, bid proposals, and personal information concerning Town employees and applicants for Town positions.
Essential Functions:
( May perform some or all of the Essential Functions listed below )
Performs administrative and clerical work as needed to support the operation of the office. Keeps the Town Administrator and/or designee informed of issues and activities within the scope of the Town Administrator’s office.
Provides excellent customer service to both internal and external customers. Respond to sensitive requests for information and assistance; providing information regarding Town rules, policies, and regulations in response to inquiries and complaints; and resolving citizen concerns and complaints.
Exercises responsibility for the maintenance of information, records and files in paper and electronic form on behalf of office requiring the careful recording, classification and compilation of information; posts and records information; updates data; checks, sorts, records and files various materials. May collect fees and fines for the office.
May calculate and prepare weekly payroll for department; may maintain personnel records relating to sick leave, overtime, retirement, holiday leave, vacations, etc.
May maintain budget and accounting records for the department including responsibility to monitor expenditures against account balances; assists department head with preparation of annual budget. Prepares requisitions for payment, purchase orders; prepares bid documents and legal advertisements under direction of department head and working from existing templates; orders supplies.
Assists the public, other town departments and vendors by furnishing a variety of routine information and assistance and resolving minor problems and complaints; performs informational and referral services to the general public; answers the telephone and takes messages; directs calls to appropriate person.
Prepares a variety of documents which may include, but not be limited to correspondence, memorandums, deeds, meeting and legal notices, documents, orders, warrants, vouchers, purchase orders, permits, reports, newsletters and agendas from rough draft or general instructions.
Performs a wide variety of specialized clerical procedures which may involve performing factual research, analysis and/or calculations; may train other clerical staff; schedules appointments.
May attend department staff meetings and other meetings of boards and committees as required.
Opens and processes mail; distributes reports, memos, and necessary information to appropriate persons.
May learn new software and train staff on its day to day functions.
Supports the goals of the assigned office, department and the Town of Dartmouth through creative problem solving, decision making, a commitment to customer service, and by taking initiative to improve efficiency and effectiveness of the Town. Provides instruction and mentoring to subordinate employees. Provides advice and support to supervisors.
Orders supplies and equipment for the department as needed.
May assist in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.
Makes reservations and travel arrangements for meetings, seminars, and conventions.
May be required to attend special meetings and work on special projects.
Performs similar or related work as required or as situation dictates.
Recommended Minimum Qualifications:
Education & Experience:
High school graduation required; Associate's degree in business or office administration or related field preferred.
Experience:
Four years of clerical and office administration experience; or an equivalent combination of education and experience.
Knowledge, Ability and Skill:
Knowledge.
Thorough knowledge of administrative and clerical procedures and systems such as customer service, paper and electronic filing, use of office software. General knowledge of bookkeeping. Through on-the-job training and experience gains thorough knowledge of the activities of assigned department.
Ability.
Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed budget accounts, financial records, and clerical records. Ability to provide superior customer service by communicating in a clear, professional, and courteous manner. Ability to operate various types of office equipment and software applications. Ability to maintain confidentiality of information. Ability to learn and retain specific information concerning department operations. Ability to maintain highly confidential information.
Skills.
Requires strong communication and customer service skills. Skill in the use of various computer software programs. Skill in the operation of all the above listed tools and equipment.
Physical Requirements:
Minimal physical effort generally required. Ability to operate a keyboard at efficient speed and sit at a computer for long periods of time. Occasionally required to move boxes or files weighing up to 20 pounds. Specific vision requirements include close vision and the ability to adjust focus. Ability to talk, hear, walk and sit.
Job Type:
Full-time
Pay:
$22.63 - $29.64 per hour
Expected hours:
19.5 per week
Benefits:
Employee assistance program
Paid time off
Schedule:
Monday to Friday
Work Location:
In person
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TOWN ADMINISTRATOR/SELECT BOARD OFFICE
19.5 hrs/week (afternoons)
Non Union Grade 5
Definition:
Highly responsible, skilled clerical and administrative work in supporting the operations of the Town Administrator's Office in a confidential capacity to discharge the duties of the office of the Town Administrator within the office of the Select Board. Manages the daily clerical duties of the office; all other related work as required.
Performs a variety of secretarial, clerical and administrative duties requiring the exercise of considerable judgment, a strong knowledge of office operations, and the ability to work with numerous interruptions; responsible for carrying through entire functions of considerable importance to the office.
Supervision:
Works under general direction of the Town Administrator or his/her designee, generally setting own daily work plan. Chooses appropriate courses of action, at times in the absence of policies to achieve defined objectives; refers only unusual cases to supervisor.
Job Environment:
May be required to work between multiple departments. Operates computer, telephone and all other standard office equipment. May operate a radio and other communication equipment.
Makes frequent contacts with the general public, other town departments, vendors and representatives of outside organizations; contacts are in person, by telephone and in writing and require strong communication and customer service skills.
Errors could result in confusion, delay, loss of services, monetary loss to the Town and adverse public relations.
Has access to highly confidential information including collective bargaining materials required in labor relations, negotiating positions for collective bargaining, employee grievances, and executive session minutes for the Select Board, personnel records including medical records in workers' compensation matters, bid proposals, and personal information concerning Town employees and applicants for Town positions.
Essential Functions:
( May perform some or all of the Essential Functions listed below )
Performs administrative and clerical work as needed to support the operation of the office. Keeps the Town Administrator and/or designee informed of issues and activities within the scope of the Town Administrator’s office.
Provides excellent customer service to both internal and external customers. Respond to sensitive requests for information and assistance; providing information regarding Town rules, policies, and regulations in response to inquiries and complaints; and resolving citizen concerns and complaints.
Exercises responsibility for the maintenance of information, records and files in paper and electronic form on behalf of office requiring the careful recording, classification and compilation of information; posts and records information; updates data; checks, sorts, records and files various materials. May collect fees and fines for the office.
May calculate and prepare weekly payroll for department; may maintain personnel records relating to sick leave, overtime, retirement, holiday leave, vacations, etc.
May maintain budget and accounting records for the department including responsibility to monitor expenditures against account balances; assists department head with preparation of annual budget. Prepares requisitions for payment, purchase orders; prepares bid documents and legal advertisements under direction of department head and working from existing templates; orders supplies.
Assists the public, other town departments and vendors by furnishing a variety of routine information and assistance and resolving minor problems and complaints; performs informational and referral services to the general public; answers the telephone and takes messages; directs calls to appropriate person.
Prepares a variety of documents which may include, but not be limited to correspondence, memorandums, deeds, meeting and legal notices, documents, orders, warrants, vouchers, purchase orders, permits, reports, newsletters and agendas from rough draft or general instructions.
Performs a wide variety of specialized clerical procedures which may involve performing factual research, analysis and/or calculations; may train other clerical staff; schedules appointments.
May attend department staff meetings and other meetings of boards and committees as required.
Opens and processes mail; distributes reports, memos, and necessary information to appropriate persons.
May learn new software and train staff on its day to day functions.
Supports the goals of the assigned office, department and the Town of Dartmouth through creative problem solving, decision making, a commitment to customer service, and by taking initiative to improve efficiency and effectiveness of the Town. Provides instruction and mentoring to subordinate employees. Provides advice and support to supervisors.
Orders supplies and equipment for the department as needed.
May assist in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.
Makes reservations and travel arrangements for meetings, seminars, and conventions.
May be required to attend special meetings and work on special projects.
Performs similar or related work as required or as situation dictates.
Recommended Minimum Qualifications:
Education & Experience:
High school graduation required; Associate's degree in business or office administration or related field preferred.
Experience:
Four years of clerical and office administration experience; or an equivalent combination of education and experience.
Knowledge, Ability and Skill:
Knowledge.
Thorough knowledge of administrative and clerical procedures and systems such as customer service, paper and electronic filing, use of office software. General knowledge of bookkeeping. Through on-the-job training and experience gains thorough knowledge of the activities of assigned department.
Ability.
Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed budget accounts, financial records, and clerical records. Ability to provide superior customer service by communicating in a clear, professional, and courteous manner. Ability to operate various types of office equipment and software applications. Ability to maintain confidentiality of information. Ability to learn and retain specific information concerning department operations. Ability to maintain highly confidential information.
Skills.
Requires strong communication and customer service skills. Skill in the use of various computer software programs. Skill in the operation of all the above listed tools and equipment.
Physical Requirements:
Minimal physical effort generally required. Ability to operate a keyboard at efficient speed and sit at a computer for long periods of time. Occasionally required to move boxes or files weighing up to 20 pounds. Specific vision requirements include close vision and the ability to adjust focus. Ability to talk, hear, walk and sit.
Job Type:
Full-time
Pay:
$22.63 - $29.64 per hour
Expected hours:
19.5 per week
Benefits:
Employee assistance program
Paid time off
Schedule:
Monday to Friday
Work Location:
In person
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