Office Administrator - Sewer

ESSENTIAL DUTIES: Under the direction of the Office Manager, the Office Administrator performs administrative and clerical tasks requiring a thorough knowledge of departmental operations. Communicates regularly with other departments, vendors and the public on a variety of administrative matters. Performs other related duties as may be assigned. 

EDUCATION AND EXPERIENCE: Bachelor’s degree and one to three (1-3) years related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

SPECIAL REQUIREMENTS: Advanced computer literacy, typing speed of at minimum 38-40 words per minute, valid Class D motor vehicle driver’s license.

The Town of Nantucket offers a retirement pension through Barnstable County Retirement, 90% employer sponsored health insurance plan options and a diverse selection of supplemental insurance policies.

Full Time 40 Hours; Benefits; LiUNA Union, S2 position

Starting Hourly Rate: $39.76 (new hires) – $45.93 (employees with 20 years of service with the Town of Nantucket) 

STATEMENT OF DUTIES:  Under the direction of the Office Manager, the Office Administrator performs administrative and clerical tasks requiring a thorough knowledge of departmental operations. 

SUPERVISION REQUIRED: Under the general supervision of the Office Manager, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. Supervisor reviews work to remain aware of progress, work methods, and technical accuracy.

SUPERVISORY RESPONSIBILITY: The employee is not held accountable to directly supervise other staff members of the Town of Nantucket. 

CONFIDENTIALITY: The employee has 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 public relations, legal repercussions, and missed deadlines.

JUDGEMENT: Numerous standardized practices, procedures or general instructions govern the work performed and in some cases may require additional interpretation. Independent judgment is needed to facilitate exceptional customer service with the general public and maintain confidentiality.

COMPLEXITY: The work consists of a variety of office and project management 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 particular situation.

WORK ENVIRONMENT: Work is performed in a standard office environment. Noise or physical surroundings may be distracting, but conditions are generally pleasant. There are frequent interruptions

NATURE AND PURPOSE OF PUBLIC CONTACT: Relationships 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 regular contacts are with service recipients. 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: Risk exposure to the employee is similar to that found in a municipal office setting. Office is located at an active Wastewater Treatment Facility.ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Responsible for assisting with the organization of the department files, data entry and reporting related to the Sewer Department asset management system.
• Assists the Office Manager with all aspects of administering the office of the Department including but not limited to activities and day to day operations.
• Assists the Office Manager/Department RAO as needed in researching and responding to records inquiries for sewer permits, plans, etc.
• Reviews and processes invoices for payment. Communicates regularly with agencies and vendors on a variety of administrative matters. 
• Performs procedural, clerical and administrative tasks related to Sewer Department applications, including but not limited to street opening permits, street blocking permits, and stormwater permits. Provides support in the processing of sewer connection permits as needed. Assists public in filling out forms and applications.
• Schedules monthly Hazmat transportation for chemical deliveries to the sewer plant.
• Processes applications and provides training to vendors who utilize the septage hauling system. Creates monthly invoices and processes receivables for septage accounts. 
• Coordinates scheduling and outreach materials for public tours of the sewer plant. Attends inter-office and committee meetings as needed; minute taking as required. 
• Processes and prepares incoming and outgoing correspondence, including bulk mailings; administers and handles record keeping and filing of paper and digital records. Answers telephone and refer callers to appropriate agency or department when necessary and follows up on all citizen concerns and emergencies; processes various documents, including typing, copying and filing, as directed and/or needed.
• Makes trips to Town Building, Finance Department and Post Office as required.
• Monitors office supplies and orders supplies when necessary and/or directed. Monitors condition of office equipment and is responsible for arranging repairs/maintenance when necessary.
• Performs other related duties as may be assigned. 

EDUCATION AND EXPERIENCE: Bachelor’s degree and one to three (1-3) years related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

SPECIAL REQUIREMENTS: Advanced computer literacy, typing speed of at minimum 38-40 words per minute, valid Class D motor vehicle driver’s license.

KNOWLEDGE, ABILITIES AND SKILLS: 

Knowledge: Working knowledge of common policies, practices and procedures of Municipal Government and applicable state and/or federal laws and regulations pertinent to position functions.  Knowledge of office software (word processing, data base management and spread sheet applications). Knowledge of the town's web site and Internet in support of department operations.

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 and learn various project management software and electronic data management software. Ability to communicate effectively to other staff to meet deadlines and accomplish tasks.

Skills: Proficient skill in the operation of a personal computer and office equipment and the application of office software including word processing, electronic data management, spread sheet, and data base management applications; proficient business mathematical skills, recordkeeping, keyboarding and customer service skills; proficient written and oral communication skills.PHYSICAL 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.

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, 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.
This 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.

Appointment to the position is contingent upon passing a pre-employment physical examination.

Salary : $40