Department Assistant – Part-Time

Town of Duxbury Duxbury, MA Pay range begins at $17.50 per hour

JOB TITLE: Department Assistant – Part-Time

POSITION GRADE/LEVEL: Part-time, Grade level 3 - Personnel Plan,  Non-benefit eligible 

FLSA STATUS: Non-exempt

RATE RANGE: Pay range begins at $17.50 per hour

LOCATION: Duxbury Police HQ, 155 Mayflower Street, Duxbury MA

WORK SCHEDULE: less than 20 hrs. per week, generally during normal business hours, occasional evenings as needed

SUPERVISION: Chief of Police

Statement of Duties: This position is responsible for performing varied clerical, administrative and record-keeping work of a difficult nature for the Police Department; maintains and improves upon the efficiency and effectiveness of all areas in the division. Employee is required to perform all similar or related duties.

Supervision Required: Under general supervision of the Police Chief or his/her designee, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee is expected to recognize instances which are out of the ordinary and which do not fall within existing instructions; the employee is then expected to seek advice and further instructions. Reviews and checks of the employee’s work are applied to an extent sufficient to keep the supervisor aware of progress, and to insure that completed work and methods used are technically accurate and that instructions are being followed. In many cases, the work is self checking, for example, requiring accounts to balance before proceeding.

Supervisory Responsibility: This position does not have any supervisory responsibilities.

Confidentiality: Employee may have access to confidential information in accordance with the State Public Records and HIPAA Patient Confidentiality Laws.

Accountability: Consequences of errors, missed deadlines or poor judgment may include adverse public relations, monetary loss, legal repercussions, labor/material costs and danger to public health/safety

Judgment: Numerous standardized practices, procedures, or general instructions govern the work and in some cases, may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.

Complexity: The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

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 may be required to work beyond normal business hours and attend evening meetings.

Nature and Purpose of Public Contact: Relationships with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations such as vendors doing business with the department. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons. Employee may furnish news media with routine information such as meeting agendas or departmental procedures.

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

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 a logical assignment to the position.

1. Answering telephones, greeting the public and assisting them with their needs.

2. Responsible for the maintenance, either manually or by computer, of important departmental records requiring the careful recording, classification and compilation of various materials; maintains personnel files; collects money for the department.

3. May assist in, prepare purchase orders; pay bills and process invoices; prepare bid documents and legal advertisements; order supplies.

4. May assist in, calculate and prepare weekly payroll for department; maintain personnel records relating to sick leave, overtime, retirement, holiday leave, vacation.

5. Assists the public, other town departments and vendors by furnishing a variety of routine information and assistance in resolving minor problems and complaints; provides information and referral services to the general public; answers the telephone and takes messages; directs calls to appropriate person; assists in filling out forms and applications; may issue permits, licenses and other documents; collect fees and/or fines and maintain associated records.

6. Types a variety of documents which may include correspondence, memorandums, meeting minutes, documents, orders, warrants, vouchers, purchase orders and agendas;

7. Reviews and verifies documents and records for accuracy and conformance to departmental rules and procedures.

8. Opens and processes mail; distributes reports, memos and necessary information to appropriate persons.

9. Interprets and applies established policies and procedures where clear and ample precedent has been established; searches documents to answer factual inquiries and to locate information.

10. May assist in the development of notices, flyers, brochures and other informational materials about programs and services.

11. Provides administrative support to and cross trains with the other operations of the town’s Police Department.

Recommended Minimum Qualifications:

Education and Experience: High School diploma or equivalent with one to three (1-3) years of work experience; maturity, integrity and ability to work independently required. Experience working in office management and/or public safety or law enforcement administration preferred, 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. 

Special Requirements: CPR certification and valid Motor Vehicle Driver’s License.

Knowledge, Abilities and Skill

Knowledge: Common policies, practices and procedures of the department and office operations; laws and regulations pertinent to position functions.

Abilities: Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information.

Skills: Proficient computer skills (specifically Excel, PowerPoint), mathematical skills, recordkeeping and clerical skills, multi-line phone system function skills, written and oral communication skills.

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 position’s 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.

Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Demands: Visual demands include constantly reading documents for general understanding and analytical purposes.

Posting will begin accepting applications on March 5, 2020 and will remain open until filled
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