Administrative Assistant Board of Selectman

Administrative Assistant-Board Of Selectmen Office

The Town of Oxford has an opening for an Administrative Assistant in the Board of Selectmen Office. This position works cooperatively with the Assistant Town Managers and Executive Assistant to the Board of Selectmen to assure the timely and effective operation of the executive and administrative functions of the Town. The position provides confidential administrative support to the office and as such requires utmost discretion when dealing with other staff as well as the public.

Essential Functions

• Licensing, permitting and annual licensing renewals including Alcohol, Motor Vehicles, the serving of food (Common Victualler Licenses for all eating establishments, Automatic Amusement Licenses, General Licenses for Outdoor Businesses and Entertainment, Sunday and Weekday Entertainment Licenses, Flammable Storage Licenses for all businesses in Oxford, as well as Special Permits for Animals, Unregistered Vehicles and Earth Removal.
• Preparing and publishing the Annual Town Report.
• Issuing Appointments as directed and according to the Town Charter.
• Accurate completion and timely submission of all required or requested reports with State and government agencies.
• Manage legal notification and records of conditions for Nuisance and Dangerous Dog Complaint Hearings.
• Assist in reviewing minutes for accuracy, particularly related to votes outcomes.
• Right of First Refusal transactions in accordance with Chapter 61A of the MA General Laws
• Pole Petition Hearings pursuant to M.G.L. Chapter 166 and petitioned by National Grid and Massachusetts Electric Company
• Coordination of all Public Street Layout and Acceptance meeting materials.
• Assist residents in resolving or providing resources for solutions to problems or complaints.
• All other duties as required.

Duties

• Perform administrative duties associated with the operations of the Selectmen Office and composes, prepares, and sends routine correspondence.
• Interact frequently with the public in person, by telephone, and make referrals about inquiries, questions, or complaints to the appropriate Departments.
• Organize and assemble information related to agenda items for presentation to the Board of Selectmen and act upon the requests and directives resulting from Selectmen meetings, as directed.
• Receive, review for accuracy and completeness, and initiate the processing of all license and permit applications to be considered by the Office of the Board of Selectmen.
• Assist Executive Assistant coordinate documents and format materials to produce the Annual Town Report
• Perform necessary research and clerical work associated with the Board of Selectmen issuance of citations, proclamations, and certificates of recognition.
• Issue appointment papers for certain Town Boards and Committees and maintain records of appointments made by the Board of Selectmen, as directed.
• Help coordinate the preparations for Town Meetings with the Executive Assistant, e.g., receive requests for warrant articles and print out informational materials to be used at meetings.
• Pay bills associated with the office operations as directed.
• Assist Executive Assistant in scheduling meetings and work to distribute information in timely manner, particularly formal actions by the Board of Selectmen.

Required Knowledge, Ability and Skills

• Thorough knowledge of general executive office procedures.
• Familiarity with various computer operating systems and software.
• Considerable knowledge of modern office management principles and practices.
• Understanding of Town Departments with a comprehension of how they interact.
• Ability to communicate effectively, orally (in person and by telephone) and in writing.
• Ability to analyze and interpret various forms of communication and compose appropriate written summaries and/or responses.
• Ability to establish and maintain effective working relationships with employees, Department officials, and advisory boards.
• Ability to maintain a level head during times of extreme activity; and
• Good interpersonal and communicative skills.

Work Environment

Work is performed under busy office conditions with regular interruptions. The workload is subject to both predicted and unplanned fluctuations. Employees may have access to confidential information which cannot be given out to unauthorized people. Operation of standard office equipment.

Physical Demands

Minimal physical effort is required to perform duties under typical office conditions. Must be able to lift 30 pounds of weight. Required to frequently stand, walk, sit, speak, hear, and use hands to operate equipment. Vision requirements include ability to read routine documents and view a computer monitor.

Position Type and Expected Hours of Work

The hours and wages for this position are subject to negotiation based upon the skills and qualifications of selected candidate as well as the administrative needs of the office.

Travel

Minimal travel is required for this position.

Required Education and Experience

• Undergraduate degree and excellent formal business writing skills.
• Minimum of two years of college preparation or secretarial training, majoring in business OR equivalent life experience.
• Familiarity with Massachusetts General Laws and municipal operations and procedures.
• Three years of administrative office experience, preferably in a municipal environment.
• Experience working with the public and performing duties in an office that frequently addresses confidential matters.

Work Authorization

Provide appropriate documentation to verify your authorization to work in the United States.

AAP/EEO Statement

The Town is committed to providing equal employment opportunities. The Town will not discriminate against employees or applicants for employment on any legally protected class status, including, but not limited to race, color, religion, sex, sexual orientation as defined by law, national origin, member of uniformed military services, physical or mental disability, age as defined by law, or genetic information.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.