Job Title: Administrative Assistant
Department: Conservation and Conservation Commission
Reports to: Conservation Administrator
Contract: Town of Duxbury Secretaries and Clerks
FLSA Status: Non-exempt
Pay: Begins at $21.27-$26.15 in six steps
Work Schedule: 28-30 hrs per week (benefit eligible and some flexibility in
establishing the work hours) must work
Mondays until 7PM and Tuesdays at 7PM twice monthly/as needed for Conservation
1. Nature of Work: The Administrative Assistant
performs administrative office management function to the Conservation
Department and provides administrative support to the Community Preservation
Committee and the Conservation Commission. 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 customers and other municipal personnel. The
Administrative Assistant is responsible for maintaining and improving upon the
efficiency and effectiveness of all areas under his/her direction and control.
Supervision Received: Works under
the direct supervision of the Conservation Administrator and in accordance with
applicable state and local laws and regulations.
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.
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
6. Complexity: The work consists of employing many different
concepts, theories, principles, techniques and practices relating to an
administrative field. Assignments
typically concern Community Preservation Committee, environmental and
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.
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
service: provides information, assistance and documentation to homeowners,
engineers, surveyors, contractors etc.
Accepts different types of applications, following specific procedures.
2. Schedules and/or
coordinates inspections, appointments and meetings of the Conservation
Commission, Community Preservation Committee and Conservation Department.
agendas, packets and meeting minutes.
Attends all related day and evening meetings.
scheduling and billing of consultants working for the Conservation Commission,
Community Preservation Committee and Conservation Department.
5. Balances and
processes “fees” received according to specific procedures.
6. Process a
variety of applications for specific permits, using a wide range of procedures.
Maintain all records and files.
7. Acquire and
maintain knowledge of all applicable codes and regulations as needed.
8. Makes frequent
contact with the general public and other town departments.
9. Has contact
with Town Counsel, municipal, local, state, and federal officials, developers,
engineers, licensed business owners, contractors, attorneys, courts, real
estate brokers, business owners and consultants. Contacts are primarily in
person, by telephone, and in writing, and involve discussing semi-complex
information; contacts with the public require considerable knowledge, patience
Has access to department-level confidential
information that requires the application of appropriate judgment, discretion and
professional office protocols.
May assist in the development of notices,
flyers, brochures, newsletters, media releases, news articles, and other
informational materials about programs and services.
May be required to attend special meetings and
work on special projects; performs similar or related work as required or as
Assists Conservation staff and volunteers in
the day to day operation of the office.
Manages the informational needs of the general
public and related Board and Committee members.
Assists staff, public and other departments in
the furnishing of information and resolution of problems.
Researches questions, handles unusual or
difficult situations. 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
Exercises responsibility for the maintenance,
either manually or by computer, of the important departmental records requiring
the careful recording, classification and complication of information including
land files, financial administrative and court documents/records; posts and
records information, updates data, checks, sorts, records and files various
Assists with special projects and numerous
Composes and/or types from copy a variety of
Opens and processes mail.
Distributes reports, memos and necessary
information to appropriate persons.
Establishes and maintains departmental files,
maintains confidentiality of information, departmental plan, etc. within guidelines
for public disclosure.
Communicates official plans, policies and
procedures to staff and other town officials.
Develops recommendations for changes in office
procedures, reviews with department management, and oversees implementation.
Provides guidance to other staff and volunteers
within the department, including responding to questions on more complex issues
Operates the computer applications that are
specific to the Conservation Department, including GIS or similar application.
Performs similar or related work as required,
directed or as situation dictates.
Recommended Minimum Qualifications: High School education plus
additional education or training in secretarial science or business
administration required; or four years of experience in secretarial and
administrative work, conservation or environmental experience or any equivalent
combination of education, training and experience.
Knowledge Abilities and Skill
Knowledge: Knowledge of
office procedures, practices, terminology and land use regulations. Complete
knowledge of the use of office and data processing equipment, business
arithmetic, business English and spelling. Basic knowledge of bookkeeping
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. Ability to instruct and supervise.
secretarial and administrative skills. Expertise and skill in utilizing
personal computers, office application and GIS software packages. Excellent
customer service skills.
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.
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 at a desk 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.
Motor Skills: Duties involve
assignment requiring application of hand and eye coordination with finger dexterity and motor
coordination. Examples include using a
Visual Demands: Position requires
the employee to constantly read documents and reports for understanding and
(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.)
Accepting applications beginning 10/15/20, posting will remain open on a rolling basis until the position is filled.