ADMINISTRATIVE ASSISTANT (BOS/HR/IT)

ADMINISTRATIVE ASSISTANT (BOS/HR/IT)

TOWN Grade 3 (FY26 Step Rate Range $23.98 - $31.17 – Ten Steps) WAGE & PERSONNEL

Hours: 35hours/week CURRENT SCHEDULE M,W,Th 8A – 5P, TUE 8A – 6P, FRIDAYS OFF

Recommended Minimum Qualifications:

Education and Experience: Associate’s degree and a minimum of four years prior administrative work experience preferably in a municipal government; or an equivalent combination of education and experience which provides the required knowledge, ability and skill to perform the essential functions of the position in an effective manner.

Special Requirements: CORI certification is required as a condition of employment.

Knowledge: Knowledge of municipal licensing laws and regulations; knowledge of office management practices. Working knowledge of computers, office equipment, office software technology (word processing, mail merge, and spread sheet applications), report preparation skills, and web site technology in support of department operations.

Abilities: Excellent organizational and time management ability. Ability to plan and prioritize work, perform multiple tasks despite frequent interruptions; ability to work independently and be self motivated. Ability to deal effectively with disgruntled or uninformed members of the public, public officials, and town staff; ability to maintain highly sensitive and confidential information. Ability to manage multiple tasks in detailed, timely and effective manner, as well as to receive directions from a variety of sources. Ability to take initiative and work under pressure in accordance with time deadlines in responding to various requests for information or in response to a wide range of issues impacting department services.

Skills: Outstanding customer service skills; proficient written and oral communication skills, and good common sense. Effective organization, planning and time management skills. Critical thinking, negotiating, and problem solving skills. Proficient word processing and spreadsheet office software, website administration, and personal computer keyboarding skills.

Essential Functions:

Serves as a primary contact for the Town, answering the telephones for Board of Selectmen and Town Administrator. Human Resource Director and greeting residents, staff, and others at a front desk, referring inquiries to appropriate town staff, and assisting with general issues; forwards questions and/or concerns to the Board of Selectmen, Town Administrator, or other Town officials as applicable for review.

Serves as primary contact for new employees for on-boarding of benefits including payroll, pension, and insurance and for existing employees and retirees during annual open enrollments for benefits.

May post meeting notices, prepare agendas, and distribute meeting materials to the Selectmen prior to Selectmen’s meetings and ensures compliance with the State’s open meeting law.

Performs a range of clerical/administrative duties including but not limited to the filing of papers in a timely and accurate manner, administration of permits and licenses, coordinating Public Records Requests and other requests for information, procurement of office supplies or equipment for all departments supported by the position. Maintenance of the daily operating budgets for all departments supported by the position, including the timely and accurate processing of invoices, which may include the same for multiple assigned departments and tracking of expenditures.

Communicates with Town employees including those Town of Kingston employees at the Kingston Elementary School and Kingston Intermediate School assisting with general human resources issues; forwards questions and/or concerns to the Human Resources Director, or other Town officials or vendors as applicable for review.

Maintains departments’ files and ensures integrity and confidentiality of records. Develops and implements procedures for appropriate records management in accordance with established laws and regulations for records retention.

Handles and secures the timely collection of monies paid to the Town in the forms of cash and checks relative to Board of Selectmen office. Works with other Town offices for accurate deposits of said money.

Manages the municipal licensing process for alcohol, food, car dealership and a variety of other licenses or permits including the completing of legal advertising as necessary; guides applicants through the annual renewal process from all business licenses.

Orders and maintains supplies for postage machine, deposit postage to machine as needed. Runs monthly reports for accounting and notifies departments of billing each month.

Coordinate employee and retiree benefits functions; responsible for processing and maintaining enrollment, eligibility, premium cost share deductions, billing, and various reporting for benefit programs including health, life, disability insurance, and unemployment; coordinates open enrollment, updates and maintains website during open enrollment for current employees and retirees. Qualifying event enrollment for employees and retirees. Meets with each new hire and those current employees to review benefit programs, directs complex questions to the Human Resources Director.

Administers various employee benefits programs such as but not limited to flexible spending accounts (FSA), health savings accounts (HSA), dental, life insurance, ending benefits (COBRA), and retirement benefits. Including maintaining online Databases for FSA/HSA, COBRA.

Maintains and updates spreadsheet for OPT Out Medical Stipend for employees.

Review and respond to unemployment claims with appropriate documentation directing complex questions to Human Resources Director. Review monthly statements and report fraudulent claims to State as well as employee.

Assist Human Resources Director in obtaining statistics and information on employee and retiree benefits.

First point of contact for onboarding meetings to help employees understand benefits and complete appropriate employment and benefits forms directing complex questions to the Human Resources Director and approves, signs, distributes, secure emails, mails, updates spreadsheets and files employment and benefits paperwork.

Reviews for accuracy the I9 forms and identification(s) provided by the employee and updates I-9. May approve I9 in Human Resources Director’s absence.

Orchestrates time sensitive over 65 retiree medical benefits changes, contacts and arranges meeting between Human Resources Director and retiree.

Reviews completed employment and benefits forms for approval.

Submits employment and benefits forms to vendors and internal departments.

Informs employees whose health and dental insurance dependents are aging out of coverage. Cancels coverage with vendor. Arranges COBRA information from vendor. Informs internal departments.

Open Enrollment for retirees and active employees, maintain database, emails, and mailing addresses. Update and maintain website during open enrollments.

Acts as the Town's Parking Clerk including using independent judgement to adjudicate hearings for motorists in dispute of issued citations.

Manages board/committee appointments on behalf of the Board of Selectmen including appointment dates and notifies appointees to schedule swearing in with the Town Clerk. Provides timely appointment information to the Town Clerk of appointments and other Town employee hires/appointments.

Performs special projects for the Town Administrator, Board of Selectmen, and Human Resources as requested.

Responsible for the scheduling of Town House meeting rooms for various internal and external customers.

Administers, the CORI/SORI program for the Town including request of the CORI/SORI on a timely schedule for Town employees directing complex cases or results to the Human Resources Director. Request CORIs of potential volunteers.

Expected to be well informed of the CORI/SORI mandates, updates, records keeping requirements, and recertifying.

Will contact candidates to arrange interviews. Assists the Human Resources Director with recruitment process including, postings, creating offer letters, and new employee information packets/email communications. Maintaining Employment Opportunities on website.

Manages the Town Administrator’s schedules including but not limited to setting appointments and meetings, booking meeting rooms, and avoiding conflicts.

Updates and maintains email lists with appropriate additions/deletions.

Supports the IT function with administrative functions including equipment tracking.

Administer Verizon Town of Kingston Cell phone through Verizon Portal.

Processes all incoming mail for the BOS office, and other departments as deemed. May draft and prepare responses, or make referrals, as appropriate; provides follow up.

May work with the Human Resources Director and other Department Heads to schedule drug testing and employment physicals for required employees.

Required to attend training workshops and seminars, both on and off site, to maintain knowledge of rules, regulations and procedures.

Application Procedure

FOR A FULL JOB DESCRIPTION go to the Town of Kingston Job Page: https://www.kingstonma.gov/Jobs.aspx

Qualified applicants should complete the Town of Kingston employment application found on the Town website under Employment and submit their résumé. Please include a cover letter with salary expectations. Application materials can be emailed to personnel@kingstonma.gov, mailed to the Town of Kingston Town House Attn: Human Resources, or hand delivered. Annual FY26 (July 2025), Grade 3 salary range is $23.98 - $31.17/hour. There are 10 steps within the salary range. Hiring step is determined based on relative experience and internal equity.

Applications will be reviewed on a continuous basis and posting may close at any time.

Job Type: Full-time

Pay: $23.98 - $31.17 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $24 - $31