Senior Administrative Specialist
Senior Administrative Specialist
Website Town of Concord, MA
The Town of Concord seeks a reliable and energetic individual to perform a variety of complex and routine administrative support tasks to aid in the efficient operation of the Zoning and Planning Division in our Planning and Land Management Office. Duties require a high level of competence in utilizing technology and communicating verbally and in writing. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under their direction and control. This is a full-time regular status position with good benefits! Full pay range: $29.52 – $41.33/hr; starting pay depending upon qualifications.
Applications must be received by Friday, September 11, 2023. 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.
Under the administrative direction of the Town Planner, performs moderately difficult office tasks requiring typing, computer data entry, record keeping, filing and working directly with customers and other municipal personnel, requiring initiative and independent judgment in the application of prescribed policies, procedures, and methods. 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. Employee is called upon to handle a significant number of deadlines and details, each varying from the other in substance and content, requiring a flexible approach to the workload.
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.
¨ Produces a variety of Division documents including decisions, legal notices, postings, minutes, letters, memos, inquiries, bylaws, reports, etc. complying with all applicable laws and policies, including the Open Meeting Law and Massachusetts General Laws, in coordination with professional staff.
¨ Provides administrative assistance to the Board of Appeals, Historic Districts Commission, and Historical Commission. Attends meetings as required; prepares and files official meeting notices; prepares agendas and related documentation; prepares and distributes informational packets to Board members and other interested parties; takes, transcribes, and distributes meeting minutes; notifies participants of meeting dates, times, and locations. Prepares draft decisions for boards and committees as assigned, complying with prescribed timeframes as defined by law, signs, and files official decisions for the Board of Appeals and Historic Districts Commission.
¨ Confirms that Board of Appeals and Historic Districts Commission applications and supporting information submitted by applicants is complete through coordination with professional staff; receives direction from various professional staff that support boards and committees. Notifies applicants when the application is incomplete or additional information is required.
¨ Tracks schedules of meetings of committees staffed by the Division; prepares postings of meetings, including posting materials to the web, and distributes related mailings. Shares responsibility for tracking room reservations for committee and board meetings.
¨ Maintains a record of all cash and checks received for Board of Appeals, Historic Districts Commission and Historical Commission applications and sends turnovers to Finance Department. Creates bill schedules and purchase orders through Town’s financial software.
¨ Shares responsibility for greeting and assisting customers entering the office and answering incoming phone calls. Gathers information, answers general questions regarding planning-related issues and directs more complicated questions to professional staff.
¨ Shares responsibility for creating, maintaining, and updating web pages for boards and committees associated with the Planning Division.
¨ Maintains filing systems including Historic Districts Commission information. Checks, sorts, records, and files various materials submitted with applications.
¨ Performs special projects and related responsibilities as initiated and requested.
¨ Performs other related duties as required, directed or as the situation dictates.
¨ Regular attendance at the workplace is required.
EDUCATION & EXPERIENCE:
¨ Associate degree or two-year college certificate; training in secretarial science or business administration preferred.
¨ One or more years of experience in general clerical and secretarial work; municipal experience highly preferred, or any equivalent combination of education and experience.
KNOWLEDGE, SKILLS & ABILITIES:
¨ Thorough knowledge of office procedures, practices, and terminology. Complete knowledge of the use of office and data processing equipment, business arithmetic, American business English and spelling. Familiarity with rules, laws, procedures, regulations, etc. pertinent to the operations of the department helpful. Basic knowledge of bookkeeping techniques. General knowledge of local government and its operations helpful. Familiarity with pertinent state and local laws relating to departmental operations preferred.
¨ Ability to organize time, maintain legal timeframes, work independently, and accomplish tasks despite frequent interruptions.
¨ Ability to maintain detailed statistics, records, and clerical records and to maintain confidential information.
¨ Ability to compose correspondence and prepare, type and proofread reports, minutes, decisions, and other documents as to form and logic flow. Ability to maintain detailed budget accounts, financial records, and clerical records. Proficiency with computing and typing. A high attention to deadlines and detail is critical.
¨ Ability to communicate effectively and tactfully with the public, co-workers, other employees, departments, officials, and other agencies.
¨ Ability to coordinate and collaborate with others in day-to-day activities as well as on special projects as assigned.
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 moderately noisy 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. Regularly attends night meetings.
Operates computer, printer, video display terminal, typewriter, calculator, telephone, copier, facsimile machine, postage 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.
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