Office Manager (PDF)

We are currently accepting applications for the Full Time (35hrs) position of:


Office Manager
Health Department


Anticipated Hiring Range $69,765 - $79,614
Excellent Benefits Package


The REQUIRED Town of Lexington application form
A cover letter and resume must be received in the Town's Human Resource
Department.


Summary
Provides general administrative support, coordination, and day-to-day office management for the
administrative functions of the department; and performs a variety of financial, personnel and
other administrative tasks for the Health Department; performs all other related work as required.


Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various types

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 day-to- day operation of the Health Department. Serves as lead office person
in responding to questions from the public. Provides detailed information, materials, and
assistance to citizens, contractors, vendors, developers, union representatives, governmental
agencies, and Town boards, committees, and departments. Provides direct customer service
by phone, in person, and through written and electronic correspondence. Oversees public
records requests.


* Manages accounts receivable and accounts payable processes including, obligating purchase
orders, and processing twice-monthly bill schedules. Reviews department accounts, credit
card charges, initiates transfers, and opens or closes purchase orders, as necessary. Prepares
bi-weekly payroll and maintains databases for timekeeping. Maintains a variety of
confidential personnel files and records related to sick, personal and vacation leave, step
increases, onboarding, or retirement/termination of staff, etc.
EMPLOYMENT OPPORTUNITY
Town of Lexington


* Assists the Health Director with the management and preparation of the budget. Produces
accurate budget documents and assists in preparing annual reports related to Department
operations, spending, and personnel.


* Reviews and processes permit applications using ViewPoint Cloud or other permitting
software. Works with staff on completeness of applications, corresponds with applicants,
collects, and processes payments.


* Attends the Board of Health Meetings. Assists in preparation of the agenda, posts the agenda
in accordance with Open Meeting Law, assemble agenda meeting information packets for
board members, takes and prepares minutes of the Board of Health meeting, posts approved
minutes to archives. Hosts the platform (Zoom) for meetings when held virtually or arranges
for and sets up meeting rooms when held in person. Attend other special Board of Health
meetings or other Board of Health events as needed.


* Provides administrative support to the Health Department Staff regarding grants and
contractual services, including preparation of documents, maintenance of records, and
monitoring compliance. Prepares a variety of reports as requested by the Health Director or
Assistant Health Director.


* Creates, updates, and maintains publication content for the Health Department website, social
media, print media and broadcast media.


* Provides backup customer service for Land Use, Housing and Development.


* Performs special projects and other related duties as required, directed, or as the situation
dictates.


* Performs other similar or related duties, as required or as situation dictates.


Supervision
Supervision Scope: Performs varied and responsible functions requiring a working knowledge of
departmental operations and the exercise of judgment and initiative, particularly in situations not
clearly defined by precedent or established procedures.


Supervision Received: Works under general supervision of the Health Director, following
department rules, regulations, and policies, requiring the ability to plan and perform operations,
and to complete assigned tasks according to a prescribed time schedule. Refers all questionable
cases to supervisor.


Supervision Given: Supervised three full-time employees.


Recommended Minimum Qualifications
Education, Training and Experience
Associate's Degree and three to five years of increasingly responsible administrative support
experience, or any equivalent combination of education and experience which provides the
required knowledge skills and abilities to perform the essential functions of the position.
Bachelor's degree preferred.
Knowledge: Knowledge of the municipal administration process, knowledge of the functions of
municipal government, understanding of the interaction between local government, state
government, and federal government, basic working knowledge of business administration,
practices, general office procedures, and applicable local, state, and federal laws. Knowledge of


basic accounting and budgeting principles, confidential record keeping, and advanced customer
service techniques.


Ability: Ability to plan, organize and collaborate with others, ability to communicate effectively,
ability to establish and maintain effective working relationships with outside organizations and
the general public. Ability to recognize town-wide priorities, ability to coordinate and prioritize
multiple tasks, ability to operate a computer and proficient in the use of varied software
applications and databases. Ability to understand confidentiality of sensitive information
consistent with public disclosure rules. Ability to communicate clearly and concisely with others,
both verbally and in writing.


Skills: Excellent customer service and organization skills, excellent written and verbal
communication skills, excellent computer skills including MS Office applications, MUNIS,
Outlook, and ViewPoint Cloud software applications.


Job Environment
* Work is performed in an office environment. Work is performed in a moderately noisy
work environment.
* Operates computer, printer, telephone, copier, postage machine, facsimile machine, and
all other standard office equipment.
* Makes frequent contact with town department staff, varied outside organizations, and the
public.
* Has access to department-related confidential information pertaining to pay and other
personal information.
* Errors could result in poor customer service, delay, or loss of service, and in serious
situations could potentially result in monetary and/or legal repercussions.


Physical Requirements
The physical demands described 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 essential functions.


While performing the duties of this job, the employee is frequently required to sit, communicate,
or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls;
and reach with hands and arms. The employee must occasionally lift and/or move objects
weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges. This position
requires the ability to operate a keyboard at efficient speed.


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.


Pay Equity/Equal Opportunity/Americans with Disabilities Act Employer


The Town of Lexington has a strong commitment to Diversity, Equity, and Inclusion and we
are actively seeking candidates who bring new voices and lived experiences to our organization.


The Town of Lexington is an Equal Opportunity / Affirmative Action Employer. Qualified
applicants will receive consideration for employment without regard to their race, color,


religion, national origin, sex, sexual orientation, gender identity, protected veteran status or
disability.


*External and internal applicants, as well as position incumbents who become disabled as
defined under the Americans With Disabilities Act, must be able to perform the essential job
functions (as listed) either unaided or with the assistance of a reasonable accommodation to
be determined by management on a case by case basis.


APPLICATION PROCESS
All applicants are required to complete a Town application form. Resumes may be attached to
the application form as additional information, but cannot serve as a substitute for completing the
required application form.


After the deadline all applications will be reviewed and the most highly qualified candidates will
be invited to one or more interviews. All applicants will be notified of their standing in the
process as soon as a decision has been made regarding their individual application.


Individuals who need accommodations in order to participate in this process should contact the
Human Resources Department

Questions regarding this hiring process should be addressed to:
Human Resources Department, Town of Lexington,
Email: View email address on click.appcast.io, Phone # View phone number on click.appcast.io
1625 Massachusetts Avenue, Lexington, MA 02420

Required

Preferred

Job Industries

• Other