Administrative Coordinator

2 weeks ago

Gardner, United States City of Gardner Full time

The City of Gardner is seeking to fill a full time Administrative Coordinator position in the City Clerk’s Department. This position will perform the following duties and responsibilities:
**General Duties**:

- Performs a variety of administrative duties requiring a degree of precisions and knowledge of the City Clerk’s Department.
- Performs duties involving computer knowledge and utilization.
- Maintains files, compiles statistics, posts and maintains general records.
- Performs phone duties and services public entering Clerk’s Department.
- Performs administrative duties as directed by the City Clerk and Assistant City Clerk.

**Specific Duties and Responsibilities**:

- Will perform a variety of receptionist and clerical responsibilities, including answering the telephone, assisting the general public, city employees and city Councilors who might enter the office for assistance, filing, processing incoming and outgoing mail.
- Order office supplies, files and drafts/types correspondence, permits and other documentation.
- Responsible for processing department payroll, timekeeping records and purchase orders in MUNIS.
- Reconcile cash and prepare turnovers to Treasurer.
- Process all Department invoices for payment; monitor department budget expenditures in MUNIS and reconcile with Auditor.
- Assist City Clerk with assembly and maintenance of the Department’s various budgets.
- Processes birth and death records in RVR Vital Information Partnership Computer System and Electronic Vital Records and process marriage licenses and certificates; processes business certificates and dog registrations in SoftRight MMS Computer system.
- Registers new voters and processes voter changes and annual census updates in the Commonwealth’s Voter Registration Information System.
- Assists with updating the Departments’ website data and post meetings of all municipal boards and commissions.
- If necessary, will attend and transcribe minutes of City Council and various standing or special committees as required.
- Conducts research for legislation and advise Clerk of findings and recommendations.
- Assists with preparing and conducting city, state and Federal election activities.
- Assists with oversight of polling operations and directing elections officers in the proper administration and enforcement of election laws and regulations.
- Processes absentee ballots.
- Assists the Board of Registrars of Voters in the administration of their duties.
- Responsible for processing and issuing Raffle, Bazaar and Poker Tournament permits; process license forms for all City Council-issued licenses and public utility orders;
- Provide notarial services to city officials and general public.
- Responsible for attending evening bi-monthly meetings of the Conservation Commission for the purpose of taking and transcribing meeting minutes, requiring the ability to work overtime.
- Responsible for handling all other duties and responsibilities that may be required to maintain the efficiency of the Clerk’s Department, as assigned by the City Clerk or Assistant City Clerk.

**Qualifications**:
Pay: $36,440.56 per year

**Benefits**:

- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift

**Experience**:

- Clerical: 5 years (preferred)

Ability to Relocate:

- Gardner, MA 01440: Relocate before starting work (required)

Work Location: In person

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