Administrative Secretary - Town Manager's Office

NATURE OF WORK

This is highly responsible secretarial work with administrative support duties in the operation of the Town Manager’s Office, under the supervision of the Executive Assistant.

Work involves responsibility for performing diverse administrative, secretarial, and support activities. Work often involves public contact and effective coordination with other Town departments and outside organizations. Work requires the exercise of judgment, initiative, and discretion based on knowledge of administrative or operating policies and procedures. An incumbent performs duties with a minimum of supervision. Direction is usually required only for special assignments. Work is reviewed for achievement of desired results and adherence to policies and procedures.

ESSENTIAL JOB FUNCTIONS (The following are illustrative of the duties and responsibilities associated with this position but are not intended to be all inclusive.)

• Relieves the Town Manager’s Office of routine administrative and office management details by preparing standard operating reports (statistical and financial), and by undertaking limited research and data gathering tasks for administrative superior.
• Maintains a variety of financial and budget related information.
• Provides information on policies, programs, and procedures to public and others outside the agency or office.
• Assists in preparation of agendas, special reports, correspondence, newsletters and other materials; develops and coordinates publication of agendas, brochures, flyers, and related material; records and prepares minutes.
• Is required to attend night meetings (averaging 3 meetings per month) and prepare minutes for Boards/Commission Meetings.
• Develops office procedures, systems, and forms; plans and lays out secretarial and filing work; may on occasion direct the work of other office support personnel, either on a project-by-project basis or permanently.
• Develops specialized computer-based applications to automate office functions, using spreadsheet and/or database management programs; enters data into computer, and generates reports.
• Processes various applications for permit approval, under the guidance and direction of Boards/Commissions. Collects and accounts for fees and charges, and maintains associated records in an accurate fashion.
• Types correspondence, purchase orders, work orders, reports, minutes, and agendas; with only minimal direction, composes and types standard or routine letters, memos, and notices for signature of supervisor or Board/Commission chairs.
• Prepares formal legal notices and correspondence; records legal documents, as may be appropriate, and gathers official signatures necessary for certifications or other official records.
• Process incoming and outgoing mail for the Town Hall, Town Hall Annex, and Probate Court. Assists Town Garage with outgoing mail.
• Schedules appointments and meetings, resolving conflicts when they arise.
• Maintains meetings calendars and closing notices at Town Hall entrances.
• Receives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or appropriate authority.
• Attends meetings and conferences as required.
• Orders supplies and process invoices for payment.
• Operates a variety of office equipment, and may train other office support personnel in their proper use and care.
• Promotes and maintains responsive community relations. This includes social media page maintenance, generation of content, town web page updates, etc.
• Reviews newspapers on a daily basis for legal notices and articles pertinent to the Town and distributes copies to applicable departments.