Administrative Assistant - Agricultural Commission and Community Preservation Committee

For the full job descriptions and application to apply, visit: https://www.whately.org/selectboard/pages/employment

Overview

An Administrative Assistant is needed for the Whately Agricultural Commission and Community Preservation Committee to process attend meetings, take and transcribe minutes, and support any communication and reporting for the two groups.

Responsibilities & Duties to both Boards

• Performs a variety of routine clerical and record keeping duties involving the straightforward application of rules and procedures. Errors may cause minor monetary loss and delay in providing services. Has access to department-related confidential information. Occasional contacts with the general public and other town departments.
• Arranges for all meetings ensuring all legal requirements are met including legally posting hearings when necessary; informing interested parties; arranges for legal ad to appear in newspaper when necessary; sends all agendas, notices, and relevant documents to the Town Clerk for posting on the Town website; records minutes; prepares decisions and files with the Town Clerk, with copies to appropriate parties.
• Monitors email and mail sent to the board – including checking both once or twice per week. Informs board members of changes in the schedule. Attends all meetings of the board, which may be done remotely, records and prepares minutes for distribution to board members and town departments.
• Maintains files in proper order and tracks expenditures from board accounts.
• Types from general instructions rough draft or copy correspondence, memoranda, meeting, and legal notices.
• Furnishes a variety of routine information and assistance to the public and town departments in person and via phone.
• Helps to prepare the board's submission to the Annual Town Report.

Responsibilities & Duties to the Community Preservation Committee specifically

• Maintains the CPA project history
• Assists with CPC accounting such as: calculating spring and fall funding cycles, filing of CP-3 report to DOR, reviewing CP-2 report from the Town Accountant, keeping track of project reserve balances.

Minimum Qualifications

Education & Experience

High school diploma or GED with one year’s experience in a responsible clerical position or any equivalent combination of education and experience.

Knowledge, Skills, and Abilities

Working knowledge of general office procedures and skill required in the performance of secretarial and clerical duties. Ability to communicate clearly and concisely in person, by phone, and in writing. Ability to organize time and work independently. Ability to accomplish tasks within established time frames. Skill in operation of listed tools and equipment.

Compensation

The position is part-time (10-15 hrs per month). Evening meetings are required with the possibility of attending these meetings remotely. The hourly rate pay range for this grade 2 position is $19.21 to $23.99.