TOWN OF WOODSTOCK, VT
Administrative Assistant to the Municipal Manager
Job Description
SUMMARY:
The Administrative Assistant is a full-time position which provides clerical and general office assistance to the Town Manager. The position provides a full range of support functions in a small municipal office.
CHARACTERISTIC DUTIES AND RESPONSIBLITIES:
§ Assist in a variety of highly responsible, complex and confidential administrative duties under the direction of the Town Manager.
§ Maintains calendars and schedules, arranges appointments, meetings and travel as needed.
§ Acts as receptionist; screening and assisting callers and visitors as appropriate.
§ Responds to requests from coworkers, citizens and other members of the public in a positive and courteous manner. Resolves issues with the scope of information and authority of the position, referring all other issues to the appropriate person.
§ Assists in agenda preparation, including posting notices and assembling background materials, as well as taking minutes of meetings for the Select Board and Village Trustees.
§ Assists in Town and Village Meeting preparation and organization.
§ Compose routine correspondences; type a variety of materials, including correspondence, reports and memos, proof read previously prepared material.
§ Maintains and updates administrative files, including confidential employee files, manuals and other resource and/or reference materials.
§ Organizes, types, proof and compile the Annual Town and Annual Village Reports.
§ Receive and file bid documents.
§ Research, compile and organize data for special projects.
§ Participate in office management activities such as ordering supplies, processing mail, organizing luncheons, etc.
§ Post items to Town website.
§ Maintain professional working relationships.
§ Assist residents with tax payments.
§ Gather mail from post office box daily.
§ And other duties as assigned.
Hours:
The Administrative Assistant works from 8:00 – 4:30 p.m. Monday through Friday, holidays excepted with a one-hour unpaid lunch. Often the Administrative Assistant will be responsible for opening and closing the town offices.
QUALIFICATIONS:
Two years of higher education in a relevant field plus five years of relevant work experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
Must possess:
§ Excellent public contact and organizational skills.
§ Ability to build and maintain effective work relationships.
§ Good computer skills, including a working familiarity with Microsoft Word, Excel and good internet navigation and use skills.
§ Good verbal and written skills.
§ Ability to do basic accounting and mathematical computations with high degree of accuracy.
§ Ability to use good judgement in maintain confidential information.
§ Ability to sit at a workstation for extended period.
§ Ability to operate basic office equipment, including personal computers, copier, and fax machine.
§ Occasional evening availability.
