Office Administrator

Office Administrator

  • Full Time
  • Concord

Website Town of Concord, MA

Municipality

The Town of Concord seeks an Office Administrator for the Police Department.  A committed and resourceful person to maintain and/or supervise the maintenance of financial, personnel, and other records; acts as liaison with other departments and outside organizations. Performs varied and responsible duties requiring a thorough knowledge of division operations and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures. Incumbent is called upon to handle a significant amount of detail, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility. Associate’s degree or two-year college certificate, plus three to five years of progressively responsible administrative experience; or an equivalent combination of education and experience.

Full pay range: $32.55-35.81/ hour.  Starting rate is based on qualifications and typically in the first half of the range.

 

Applications must be received by Monday, January 15, 2024.  The Town reserves the right to modify the application deadline, and/or to accept applications after the deadline, to best serve the interest of the community.

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

Appointment of the final candidate will be contingent upon the results of pre-placement conditions including criminal and motor vehicle record checks, a physical exam, and a drug screening.  Costs for these pre-placement requirements will be borne by the Town.

The Town of Concord, MA is EEO Employer.  We value diversity and welcome candidates of all backgrounds to apply.

 

GENERAL SUMMARY:

Under the general supervision of the Police Chief, produces professional administrative and secretarial work products; maintains and/or supervises the maintenance of financial, personnel and other records; acts as liaison with other departments and outside organizations.  Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under the direction and control of the position. Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures. Incumbent is called upon to handle a significant amount of detail, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility.

 

ESSENTIAL JOB FUNCTIONS:
External and internal applicants, as well as position incumbents who are or 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.

 

¨       Acts as liaison with other town departments as well as the general public, consultants and external agencies regarding department operations and special projects; furnishes information and resolves problems; researches questions; handles unusual or difficult situations; communicates official plans, policies and procedures to staff and members of the public.

 

¨       Maintains records related to department budget; compiles and updates budget details, accounts and summaries; monitors expenditures and balances within accounts; assists police chief with preparation of annual budget; prepares monthly, annual and quarterly reports.  Maintains budget for Animal Control, P/F Station, Gift Funds, Law Enforcement Trust Fund, Renovations and Active Grants.

 

¨       Screens incoming mail and responds appropriately to matters not requiring the personal attention of the Police Chief or action by municipal board.

 

¨       Composes and/or types correspondence, memorandums, meetings and legal notices, orders, warrants, vouchers, purchase orders, permits, reports, newsletters and agendas; schedules appointments and meetings.  Manages scheduling for meeting room and announcement board. 

 

¨       Calculates and prepares bi-weekly payroll for the department; maintains personnel records related to sick leave, overtime, retirement, holiday leave and vacations; calculates special payments and allowances; prepares payroll detail worksheets and payroll summary authorizations; manually enters information onto payroll company forms; prepares change of status forms.

 

¨       Prepares weekly accounts payable invoices and maintains all associated records.  Gathers pertinent information and prepares Handicap Placards for residents as needed.  Prepares and processes annual bid for Animal Control Officer.  Coordinates invoicing for False Alarms and works with officers and detectives to make necessary adjustments when residents call and/or bills are returned as undeliverable.

 

¨       Performs special projects and related duties as initiated and requested.

 

¨       Performs other related duties as required, directed or as the situation dictates.

 

¨       Regular attendance and punctuality at the workplace is required.

 

SUPERVISORY RESPONSIBILITY:

None

 

EDUCATION & EXPERIENCE:

¨       Associate’s degree or two-year college certificate, plus three to five years of progressively responsible administrative experience; or an equivalent combination of education and experience.

 

KNOWLEDGE, SKILLS & ABILITIES:

 

¨       Excellent interpersonal skills; ability to communicate effectively both verbally and in writing; ability to effectively deal with all members of the public in a courteous and tactful manner; ability to establish and maintain good working relationships with co-workers.

 

¨       Working knowledge of office procedures, practices and terminology.  Basic knowledge of bookkeeping techniques.  General knowledge of municipal government and its operations, as well as pertinent state and local laws.

 

¨       Ability to work with a high level of detail; ability to prioritize multiple tasks and deal effectively with interruptions; ability to identify and analyze complex issues and to develop appropriate recommendations.

 

WORKING CONDITIONS & PHYSICAL DEMANDS:

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

 

Normal office environment, not subject to extreme variations of temperature, noise, odors, etc.  Majority of work is performed in a quiet work environment, with constant interruptions.  Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.

 

Operates computer, printer, video display terminal, keyboard, calculator, telephone, copier, facsimile machine and all other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching and stooping may also be required.

 

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job.  The above is not intended to be an exhaustive list of all responsibilities and duties required.  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.

 

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.

To apply for this job email your details to jobs@concordma.gov

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