Administrative Assistant-Executive Secretary

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Responsible for administrative and customer service duties supporting the department as needed and other related work, as required. Preforming secretarial and administrative duties of a complex and highly confidential nature.

Administrative Assistant shall report to the Executive Director. Frequently requiring independent action for the Director and others as assigned by him.

Work is performed mostly in an office setting under normal conditions. Occasional light to moderate physical effort demanded in performing duties under general field and office conditions.

(The essential functions or duties listed below are intended only as illustration 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. Duties are not necessarily in order of importance or frequency of performance.)

• Take and transcribe live and recorded voice dictation; edit and type letters, reports, charts, etc.
• Preparation of standard and special reports, materials, and information for reports to local, state and federal agencies, departments, etc.
• Answer a variety of correspondence independently; organize and maintain files, screen, route and evaluate incoming telephone calls, mail and other correspondence.
• Assisting the Director in arranging and scheduling appointments and meetings involving top level business executives and government officials and making travel arrangements as needed.
• Prepare expenses and personnel accounts and meet with staff to compare those accounts on a regular basis.
• Monitors and tracks attendance with the personnel Department and others to resolve any issues pertaining to leave usage and entitlement.
• Provides information and assistance pertaining to departmental policies and procedures to the public and town departments; responds to contractors’ inquiries.
• Independently handle and direct special assignments/projects by collecting, organizing, and analyzing data.
• Assists with responding to citizen complaints and requests for service; resolves problems and addresses customer concerns.
• Maintains records and information for state and federal regulatory agencies as needed.
• Reviews office procedures and systems; makes recommendations to the Director for changes to improve the efficiency of operations.
• Prepare reports, charts, slides, etc. as required by the Director, operate office machines and perform related duties.
• Responsible for personnel files of all employees, handles all collective bargaining correspondence, including job posting, job duties, preparation of exams and typing of all exams and seniority listings.
• Provides or compiles information as requested; collects information and prepares reports, tables, and other documents for special projects.
• As Executive Secretary to the Commission, schedule meetings, prepare agendas, supply backup material. Attend and serve as Recording Secretary at all regular meetings, special meetings or other sessions requiring official transcript.
• Handle all correspondence related to Commission members and meetings.
• Assist with generating contracts.
• Performs similar or related work as required, or as situation dictates.

Knowledge: Working knowledge of office environment secretarial duties and overall office organization.

Skills: Skills in typing and record keeping. Computer skills are defined as ability to use word processing, spreadsheet, database, and accounting programs.

Ability: Ability to maintain accurate records; work independently; deal appropriately and tactfully with the general public and other Town departments, and ability to communicate clearly and effectively.

Bachelor’s Degree in Business Administration or similar field desired; (3) years of management experience or any equivalent combination of education and experience may be considered.

Minimum physical effort is required to perform most duties. The employee is frequently required to stand, walk, sit, speak, and hear, and use hands to operate equipment. Vision requirements include the ability to read documents and use a computer.

Anticipated starting annual salary dependent on qualifications $65,000-$75,000 along with a full benefits package including educational reimbursement.

LWSC is an Equal Opportunity Employer. Send cover letter of interest and resume to Robert Fennell, Deputy Director, 400 Parkland Ave. Lynn, MA 01905, Lynn Water & Sewer Commission or Email to: bfennell