Family Services Administrator/ Administrative Assistant

Job Description

Job Description

JOB SUMMARY

The Town of Allenstown is seeking an individual to fill the part-time position of Family Services Administrator and Multi-Department Administrative Assistant. This position has the following primary responsibilities for

Family Services: A) Administering the Town’s statutory requirements under RSA 165 (General Assistance). B). Providing information and referral services to Allenstown residents in need. C) Following existing policies, procedures, rules and regulations for the department, including annual reviews of the department’s policies, procedures and guidelines to recommend changes when and where appropriate. 

Land Board assistant (Planning and Zoning Boards) : Assist with meeting preparation and documentation organization.  

Executive Administration: Preparing, presenting, and submitting all required reports, including but not limited to, monthly activity reports, the annual Town report, and annual lien report. 

Building Inspector, Highway Department, and Town Administrator ; The position performs other clerical work as follows, this is not meant to be all-inclusive; answers residents’ concerns and phone calls and answers questions, and/or processes calls to other department; data entry of Town data generated and updates to the Town website; as well as tasks assigned by the Town Administrator.

EXAMPLES OF ESSENTIAL DUTIES

(The listed examples are illustrative only and may not include all duties found in this position.)

Except as specifically noted, the following functions are considered essential to the position. The following are indicative of the duties and responsibilities associated with this position but are not intended to be all inclusive.  Unless otherwise noted, duties apply to all departments.

·         Review General Assistance Guidelines yearly and recommend necessary updates to maintain compliance with state statutes.

·         Maintain membership and participation in the New Hampshire Municipal Association Local Welfare Directors group.

·         Conduct interviews with General Assistance applicants to determine eligibility for assistance.

·         Review all paperwork submitted by applicants, verify documentation, and conduct necessary research to make an eligibility decision.

·         Provide applicants and recipients with referrals to all necessary services.

·         Schedule and conduct follow-up appointments as needed.

·         File liens with assistance from the Finance Dept. as required under RSA 165.

·         Investigate, document, and process fraud and abuse cases with assistance from the Police Department.

·         Develop and maintain working relationships with town, state, federal and local agencies to utilize their services on behalf of residents in need to reduce expenditure of Town assistance funds.

·         Attend job related training and workshops as needed to remain current with State of NH laws.

·         Establish and maintain working relationships with vendors and service providers (i.e. landlords, homeless shelters, grocery stores, pharmacies, funeral homes, utility companies).

·         Conduct telephone interviews with residents in need to determine the necessary course of action.

·         Make emergency housing placements as needed for residents in need.

·         Conduct home visits with the police as necessary to assess the need for services.

·         Serve as emergency contact for the Police Department in cases of after-hours emergencies.

·         Provide information and referral services to any Allenstown resident in need of assistance.

·         Make home visits as needed to determine appropriate services for residents in need.

• Prepare correspondence, requests for departmental reports.,
• Establish and maintain files on Admin, Bldg., Highway department activities.
• Establish and maintain files for reports, permits, inspections, etc.
• Maintain office/supply inventory and order as needed office supplies and forms for Admin, Bldg., Highway Departments.
• Correspond by phone and by email.
• Maintain confidentiality of departments’ information to the public.
• Maintain effective working relationships with other Town employees and the public.
• Assists with meeting agendas and posting of public notices for all departments, as assigned.
• Assists Building Inspector with administrative duties as required and assigned.
• Assists the land boards with meeting organization and documentation organization.
• Assists Highway Department and Town Administrator with various assigned projects and tasks.
• Attend to many items simultaneously, and /or in sequence.
• Maintain budget status for departments as requested by department head.
• Assist with budget preparation of departments as requested.
• Planning of functions, meetings and setting up catering for Town Administrator when requested.
• Scanning and filing or reports for all departments as requested and assigned by department heads.
• Responds to the queries from the public, other departments, insurance companies, etc. for Building Department, Highway Department and Administration as assigned.
• Familiar with and executes safe work procedures associated with assigned work.

·         Performs other related duties as required.

DESIRED QUALIFICATIONS

·         High School Diploma or G.E.D., Secondary Education is a plus.

·         Previous experience with Social Services, Social Work, or social assistance services strongly preferred, but not required.

·         This position also requires the ability to read and interpret rules, regulations, ordinances, etc. at a basic level.

·         Job often entails routine and repetitive tasks that, once learned, can be executed under general supervision. Work may be checked by the department head to ensure accuracy and completeness of assignments.

·         Need to be proficient in Excel, Word and all other office applications.

·         Operational knowledge of computer hardware and software to include Microsoft Office and Excel and office machinery.

·         Experience in an office environment performing clerical work preferred but not required.

·         Demonstrated oral and written communication skills or equivalent education and experience that demonstrated the possession of the required knowledge, skills and abilities.

• Must complete a State of NH background check.

COMPENSATION

• Hourly rate based on experience

Please send your Town Application and resume to the address below, application form available at:

*Update* Employment and Volunteer Opportunities | Allenstown NH

No phone calls please.

Send to: Town Administrator

16 School Street

Allenstown, NH 03275

“Family Service Administrator/Mult-Dept. Admin Assistant”

This position will remain open until it is filled.

The Town of Allenstown is an Equal Opportunity Employer