Administrative Assistant II – Board of Health
Position Title: Administrative Assistant II – Board of Health
Department: Municipal Services/Board of Health
Reports To: Health Agent
FLSA Status: Exempt, full-time, benefit eligible
Position Grade: Personnel Policies, Non-management, Grade 3
Rate: Hiring range $25.48- $29.90. Full range $25.48-$34.39
Work Schedule: 37.5 hours per week
1. Nature of Work: The Administrative Assistant performs administrative office management functions to support to the Board of Health Agent. 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 Health Agent 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.
- 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.
- 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 Board of Health 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.
- Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.
1. Provides customer service 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 of the Health Agent and Health Inspector.
3. Provides agendas, packets and meeting minutes to Board members and others as required. Attend bi-monthly evening meetings.
4. Coordinates scheduling and billing consultants working for the Board of Health.
5. Balances and processes “fees” received according to specific procedures.
6. Process vaccine order requests; maintain vaccine stock and paperwork according to specific procedures.
7. Process and maintain ‘Communicable Disease” reports. Process a variety of applications for specific permits, using a wide range of procedures. Maintain all records and files.
8. Acquire and maintain knowledge of all applicable codes and regulations as needed.
9. Make frequent contact with the general public and other town departments.
10. 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 and courtesy.
11. Has access to department-level confidential information that requires the application of appropriate judgment, discretion and professional office protocols.
12. May assist in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about programs and services.
13. May be required to attend special meetings and work on special projects; performs similar or related work as required or as situation dictates.
14. Assists Health Department staff and volunteers in the day-to-day operation of the office.
15. Participate in meeting informational needs of the general public and related Board and members.
16. Assist staff, public and other departments in the furnishing of information and resolution of problems.
17. Research 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 department.
18. 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 materials.
19. Composes and/or types a variety of correspondence, memorandums, meetings and legal notices, orders, warrants, vouchers, purchase orders, permits, reports, newsletters and agendas. Schedules appointments and meetings.
20. Opens and processes mail.
21. Distributes reports, memos and necessary information to appropriate persons.
22. Establishes and maintains departmental files, maintains confidentiality of information, departmental plan, etc. within guidelines for public disclosure.
23. Communicates official plans, policies and procedures to staff and other town officials.
24. Develop recommendations for changes in office procedures, reviews with department management, and oversees implementation.
25. Operates the computer applications that are specific to the Conservation Department, including GIS or similar application.
26. Performs similar or related work as required, directed or as situation dictates.
27. Administers the Town's liquor licensing program in accordance with Massachusetts General Laws, Alcoholic Beverages Control Commission (ABCC) regulations, and local bylaws.
28. Coordinates with the Executive Assistant to the Town Manager in the administration of all liquor licensing matters before the Local Licensing Authority.
29. Receives, reviews, and processes applications for new licenses, annual renewals, ownership transfers, stock transfers, changes in manager, alterations of premises, changes in license category, changes in location, and special licenses.
- Recommended Minimum Qualifications: High School diploma with one to three (1-3) years related work experience in a professional office setting; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
- 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 techniques.
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, office applications and GIS 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 accommodation 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.)