Salary: See Position Description
Location : Nantucket, MA 02554
Job Type: Full-time
Job Number: 00222
Department: HHS
Division: HHS 01590
Opening Date: 04/18/2024
Closing Date: 5/5/2024 4:00 PM Eastern
Description
Statement of Duties: Under the direct supervision of the Public Health Coordinator or his/her designee, the Office Manager provides administrative assistance, clerical and customer service support to the Department as assigned.
Supervision Required: Under the general supervision of the Public Health Coordinator or his/her designee, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently (with specific instruction). The supervisor provides instruction for new or unusual assignments. Unusual situations are referred to the supervisor for advice and further instructions. The supervisor reviews work to remain aware of progress, work methods, and technical
accuracy.
Supervisory Responsibility: The employee as a regular part of the job is not required to supervise other Town employees.
Confidentiality: The employee does not have regular access to confidential information in accordance with the State Public Records Law.
Accountability: Consequences of errors, missed deadlines, or poor judgment may include adverse customer relations, legal repercussions, and missed deadlines.
Judgment: Numerous standardized practices, procedures, or general instructions govern the work performed and, in some case, may require additional interpretation. Independent judgment is needed to locate, select, and apply the most pertinent operating practice or procedure, regulation or guideline to carry out the essential functions of this position.
Complexity: The 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 nature of the transaction and/or the information involved or sought, in a situation.
Work Environment: The work environment involves a standard office environment. Noise or physical surroundings may be distracting.
Nature and Purpose of Public Contact: Relationships with co-workers and the public involve 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. More than ordinary courtesy, tact, and diplomacy may be required to respond to requests for information or to deal with uncooperative or uninformed persons.
Occupational Risk: Common risk exposure to the employee is similar to that found in an office setting.
Essential duties/ responsibilities/ functions
•Operates as department intake clerk and performs various clerical/administrative functions requiring initiative and judgment.
•Maintains a "clearing house" for information about available human services on and off-island to be used in the department's information and referral services.
•Maintains current catalogue of all existing Nantucket human services organizations, including specific functions and methods of operation. This may be through an on-line directory.
•Assists in maintaining departmental website and posting of all Council for Human Services, Council on Aging, and Contract Review Committee meetings, agendas and minutes and other as required.
•Assists with Senior Tax Program and other similar programs operating through the department.
•Processes passports and acts as the primary Passport Agent for Nantucket.
•May represent department at meetings as requested.
•Performs similar or related work as required or situation dictates.
•Collects and maintains databases of services rendered, supplies used, and time spent on tasks.
•Maintain filing systems and electronic document storage for ease of accessibility and compliance within record retention policies.
•Arrange, announce or post meetings and reserve meeting space as appropriate for staff and the director.
•Track and order office supplies and equipment as needed.
•Performs all other duties as assigned.
Required minimum qualifications

Education and Experience: High school diploma or GED equivalent required. At least two years of administrative clerical experience, in a job requiring extensive public contact, is essential. Bookkeeping or related experience preferred. Previous experience in a municipal setting preferred. Bachelor's degree
in business, public administration, management, or any equivalent preferred. Passport agent certification required within one year of hire.
Special Requirements: Proficient computer literacy, typing speed of at minimum 38-40 words per minute, and a valid Class D motor vehicle driver's license.
Knowledge, Abilities and Skill
Knowledge: Working knowledge of common policies, practices and procedures of the accounts payable function and applicable state and/or federal laws and regulations pertinent to position functions. Knowledge of office software (word processing, data base management, and spreadsheet applications) and the Internet in support of department operations. Knowledge of the town's website and internet in support of department operations. Familiarity with general management principles and practices of conservation.
Abilities: Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information. Ability to complete multiple tasks in a timely, detailed and accurate manner. Ability to effectively use office equipment in an efficient manner.
Skills: Proficient skill in the operation of a personal computer and office equipment and the application of office software including word processing, spread sheet, and data base management applications; proficient business mathematical skills, recordkeeping, and customer service skills; proficient written and oral communication skills.
Physical and Mental Requirements
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 position's essential functions.
Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, and computer paper. May be asked to do work in the field under normal weather conditions.
Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, keyboarding, word processing, filing, and sorting of papers.
Visual Demands: The employee is constantly required to read documents and reports for understanding and routinely for analytical purposes. The employee is rarely required to determine color differences.
The Town offers a comprehensive benefits package to full-time employees serving our community including medical (with 90% Employer's contribution), dental care, life insurance, short-term disability insurance, cancer insurance, Flexible spending health and dependent care plan options, paid time off (PTO), as well as retirement pension and 457-deferred compensation retirement plans as an additional way to save towards retirement.
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