Administrative Assistant II - Facilities

Position Title: Administrative Assistant II - Facilities

Department: Facilities

Reports To: Facilities Director

FLSA Status: Non-Exempt, full-time, benefit eligible

Position Grade: Personnel Policies, Non-management, Grade 3

Rate: Hiring range $25.48- $28.18. Full FY27 range $25.48-$34.39 effective 7/1/2026.

Work Schedule: Mon-Fri following Town Hall hours of operation, 37.5 hours per week

START DATE: Position available July 1, 2026

1. Nature of Work: The Administrative Assistant II performs administrative office management function to the Facilities Department. This position entails the performance of complex office tasks requiring composing and typing correspondence, reports, computer data entry work, record keeping, filing, and working directly with vendors,  service providers, and other facility staff. The Administrative Assistant II is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

2. Supervision Received: Works under the direct supervision of the Facilities Director. 

3. Confidentiality:  Employee has regular access to confidential information of the department.  Confidentiality must be maintained with regard to this information in accordance with Departmental Policy and the Public Records Act.

4. Accountability: Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town.  Consequences of errors, missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

5. Judgment: Guidelines may be in the form of administrative or organizational policies, general principles, legislation or directives that pertain to a specific department or functional area.  Extensive judgment is required to develop new or adapt existing methods and approaches for accomplishing objectives or to deal with new or unusual requirements within the limits of the guidelines or policies. 

6. Complexity: The work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field.  Assignments typically concern such matters as assessing services and recommending improvements.

7. Nature and Purpose of Public Contact:  Employee interacts constantly with co-workers and the public.  The employee deals with the public and other individuals regarding information pertaining to them in the Town’s records under the Administrative Assistant’s assigned responsibilities. Excellent communication and customer service skills are required, involving courtesy, tact, and diplomacy in resolving complaints or concerns of the public and in working with co-workers, State and County agencies.

8. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

a. Makes frequent contact with the general public and other town departments.

b. Has contact with local vendors, service providers, including architects, engineers and persons working in various trades (carpenters, electricians, plumbers, etc.). Contacts are primarily in person, by telephone, and in writing, and involve discussing semi-complex information; contacts with the public require considerable knowledge, patience and courtesy.

c. Has access to department-level confidential information that requires the application of appropriate judgment, discretion and professional office protocols.

d. May be required to attend special meetings and work on special projects; performs similar or related work as required or as situation dictates.

e. Assists Facilities Director in the day-to-day operation of the office.

f. Assists staff, public and other departments in the furnishing of information and resolution of problems.

g. Researches questions and answers telephone and in-person inquiries, service requests and complaints from external and internal customers in a helpful, courteous and efficient manner. Ascertains the nature of the inquiry, service request or complaint. Those customers requiring assistance beyond the individual’s knowledge or experience are referred to the appropriate person or department.

h. Exercises responsibility for the maintenance, either manually or by computer, of the important departmental records requiring the careful recording, classification and complication of information; posts and records information, updates data, checks, sorts, records and files various materials.

i. Composes and/or types from copy a variety of correspondence, memorandums, meetings and legal notices, orders, warrants, vouchers, purchase orders, reports, and agendas. Schedules appointments and meetings.

j. Opens and processes mail.

k. Distributes reports, memos and necessary information to appropriate persons. 

l. Establishes and maintains departmental files, maintains confidentiality of information, departmental plan, etc. within guidelines for public disclosure.

m. Develops recommendations for changes in office procedures, reviews with department management, and oversees implementation.

n. Performs similar or related work as required, directed or as situation dictates.

o. Operates the computer applications that are specific to the Facilities Department.

p. Prepares, verifies, and processes department vouchers for payment of accounts payable bills for submittal to accounting office.

9. Recommended Minimum Qualifications: High School education, including or supplemented by courses in typing, bookkeeping, business machines and secretarial sciences, and minimum of one (1) to three (3) years’ experience in the performance of like duties or any equivalent combination of education, training, and experience. Valid Massachusetts Driver's License.

10. Knowledge Abilities and Skill

Knowledge: Knowledge of office procedures, practices and terminology. Complete knowledge of the use of office and data processing equipment, business arithmetic, business English and spelling. Basic knowledge of bookkeeping techniques. Knowledge of Massachusetts laws, procedures, regulations preferred.

Abilities: Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed statistics, records, and clerical records. Ability to deal effectively and tactfully with the public. Ability to maintain confidential information. Ability to compose correspondence and to prepare, type, and proofread reports as to form and logic flow. Ability to communicate effectively with the public, co-workers, other employees, departments, officials, and other agencies. 

Skill: Excellent secretarial and administrative skills. Expertise and skill in utilizing personal computers and office application software packages. Excellent customer service skills.

11. Work Environment: The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements.  Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.  Employee is required to work beyond normal business hours to attend evening meetings and to accomplish work assignments. Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.  

12. Occupational Risk: Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings.

13. Physical and Mental Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper generally up to 30 pounds. Minimal physical effort required in performing duties under typical office conditions.  Ability to operate a keyboard at efficient speed and view computer screens for extended periods of time.  Specific vision requirements include close vision and the ability to adjust focus.  Ability to sit, stand, walk and hear.  May be required to stand for long periods of time, when assisting the public at the window/counter. 

14. Motor Skills: Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination.  Examples include using a personal computer.

15. Visual Demands: Position requires the employee to constantly read documents and reports for understanding and analytical purposes.

(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.)