Administrative Assistant

Salary Range

Grade C-7 $ 23.5165/hr – $26.3623/hr DOQ

* Full range for C-7 is ($23.5165/hr – $31.1614/hr)

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

• Accounts Payable
• Administer accounts payable for the DPW
• Maintain spreadsheets of invoices and payments
• Provide reports as needed
• Cemetery
• Maintain cemetery record keeping
• Issue cemetery deeds
• Process and maintain burial arrangements, fees, and cemetery maps
• Submit burial permits to Town Clerk
• Assist with DPW permits
• Collect fees and submit to treasurer’s office
• Update forms as necessary according to state requirements
• Follow up on permits for completion and release
• Other duties:
• Maintain resident feedback and respond as needed
• Assist public with permits, forms, maps, etc, as needed
• Assist with DPW vehicle records
• Assist with field bookings as needed
• Assist with snow and ice documents, invoices, and contract renewals
• Create timecards for staff and act as backup for DPW payroll
• 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.

Works under the supervision of the Deputy DPW Director.

None.

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.

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.

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.

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.

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

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.

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.

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

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.

Duties are largely mental rather than physical, but the job may frequently require motor skill for moving objects,…