Administrative Assistant—CRESS Department
6-month Temporary Position

Join the CRESS Department in meeting the non-traditional Public Safety needs of the community. This temporary, full-time, grant-funded position will provide administrative support to the Department’s director, Implementation Manager and eight Responders. Must be a self-starter, highly organized and a quick learner.

JOB SUMMARY
The Administrative Assistant will provide administrative and clerical support for the Community Responders for Equity safety and Service (CRESS) Department. Duties are varied and often complex requiring considerable knowledge of municipal operations, basic office and information management systems, and Town procedures and policies.

SUPERVISION RECEIVED
Works under the general supervision of the CRESS Director who assigns tasks based on overall objectives and workload requirements. Regularly performs duties independently and exercises considerable judgment in providing appropriate information to public officials and citizens; and in determining matters requiring supervisor’s attention.
SUPERVISION EXERCISED
Generally, none. The employee is responsible for their own work, but may also be expected to provide occasional assistance to other employees, interns, and volunteers.
MAJOR DUTIES
• Greets and welcomes visitors to the CRESS Department. Performs routine secretarial duties in receiving the public, answering phones, arranging meetings, typing documents, composing draft correspondence, and maintaining appropriate filing and case management systems. Schedules appointments and coordinates meetings; maintains calendars; schedules use of meeting rooms.
• Receives bi-weekly time and attendance records from department staff, checks for accuracy before obtaining director’s approval signature. Works closely Payroll Administrator. Processes and submits department payroll.
• Makes purchases for the department, using approved vendors, tracks purchase orders, and invoices for department. Ensures all Town accounting procedures are adhered to.
• Responsible for tracking compensation changes/salary schedule information and entering step increases and terminations with supporting documentation into Munis.
• Responsible for CRESS Department record keeping and keeping an accurate database for all financial expenses and revenues from the Town’s appropriations, grant and other funds.
• Responsible for case management data entry, will utilize CAD. Must correspond with Police, Fire and Dispatch. Responsible for accurate data collection and compliance with HIPPA.
• Responsible for the research for and completion of special projects, as assigned.
• Assists in preparation of information and documentation necessary for various meetings, presentations and reports. When assigned, responsible for attending meetings and for taking and transcribing meeting minutes.
• Responds to general inquiries and requests for information from citizens, public officials, other agencies, and departments of the Town. When necessary, refers to other appropriate persons.
• Receives and distributes incoming mail. Determines the level of confidentiality required and, where appropriate, prepares draft correspondence to incoming requests for information.
• Composes, types, and edits a variety of correspondence, reports memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• Responsible for updates to the CRESS Department website, working with Department Leadership and Responders. Performs other duties as assigned.

MINIMUM QUALIFICATIONSHigh school or GED equivalent, and two (2) years of increasingly responsible work-related experience, or any equivalent combination of education and related experience. Specialized course work in general office practices such as typing, filing, accounting and bookkeeping, preferred. Working knowledge of computers, electronic data processing, and of modern office practices and procedures; some knowledge of accounting principles and practices, a plus. Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.

PREFERRED QUALIFICATIONS
Prior experience in municipal office setting. Knowledge and experience in Human Services or Public Safety
TOOLS AND EQUIPMENT USED
Telephone; personal computer including word processing, database, spreadsheet, and desktop publishing software; copy machine; postage machine; fax machine; calculator.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment is generally an office setting and the noise level in the work environment is usually quiet. The position may require occasional work on nights or weekends.

The duties listed above are intended only as illustrations 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.

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

The Town of Amherst seeks a workforce that reflects the diversity of its community, and strives toward racial equity and environmental sustainability. All are encouraged to apply. AA/EEO.