Administrative Assistant

Responsibilities include taking citizen calls and delivering messages using basic office equipment like faxes or scanners. They help maintain files to keep track of important documents, organize travel arrangements, manage supply inventory, and perform data entry as required.

Monday through Friday | 9 AM - 5 PM

For Administrative Assistant:

• Responsible for the daily operation of the front desk for the Administration department, which includes but is not limited to the following: receiving guests, answering, and directing telephone calls, ordering office supplies, maintaining office equipment (including stocking copy machine paper and printer toner) coordinating and scheduling meeting rooms, processing incoming and outgoing mail, processing faxes, postage service, and all FedEx packages.
• Responsible for finance transactions for community room reservations, bulk trash scheduling, and other services the Town offers.
• Provides secretarial services for the Mayor and the Chief Administrative Officer, and coordinates the Mayor's schedule (assists Town Clerk, Town Treasurer, Public Works Director, as needed). Examples of work include: bid documents, newspaper ads, meeting schedules, computer services, social media postings, digital message boards, preparing Council materials, and reports.
• Serve as the accounts receivable/accounts payable coordinator, and may serve as backup for the Town Clerk at Mayor/Council meetings.
• Coordinates the rental of the Community Room, maintains the monthly calendar, collects rental fees, and issues refunds when necessary and in line with the Town policy.
• Prepares the Town's monthly requisition forms and invoices for approval by the Chief Administrative Officer for payment by the Town Treasurer.
• Responsible for creating and editing the monthly newsletter for distribution to the residents by the first day of each month.
• Maintains mailing addresses for Town Residents.
• Coordinates and maintains meeting schedules for community groups, including reminder notices.
• The Town's trash collection vendor liaison
• Makes all arrangements with the public works department regarding the community room setup and the signs announcing Town meetings. And makes arrangements for food delivery when necessary.
• Other duties as assigned by the mayor and chief administrative officer.

For Accounts Receivable / Accounts Payable:

• Review, process, and verify invoices and payment requests for accuracy and appropriate approvals.
• Enter accounts receivable/payable transactions into the financial system in a timely and accurate manner.
• Reconcile vendor statements and respond to vendor inquiries professionally.
• Ensure proper documentation and coding of all expenditures.
• Assist in the preparation of month-end and year-end financial reports.
• Maintain organized and up-to-date financial records, both digital and physical.
• Coordinate with other departments to resolve discrepancies and ensure smooth payment operations.
• Assist in preparing 1099s and other required tax documentation.
• Perform other related financial or clerical duties as assigned by the mayor, chief administrative officer, or treasurer.

These examples are intended only as illustrations of various types of work performed and are not necessarily all-inclusive. The job description is subject to change as the employer's needs and job requirements evolve.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of data privacy as it relates to the release of Town data
• Skill and proficiency in the operation of office equipment, including the operation of a computer, copier, telephone system, typewriter, calculator, and fax machine
• Skill and proficiency in using word processing, spreadsheet, publisher, and online social platforms
• Ability to perform mathematical calculations
• Ability to perform general clerical work requiring a high degree of concentration, organization, and judgment in interpreting practices and procedures to solve problems
• Ability to deal confidently and effectively with members of the public with a high degree of tact, courtesy, confidentiality, and sound judgment, both in person and on the telephone
• Ability to prepare correspondence, reports, minutes, and other written materials
• Ability to make minor decisions based on established policies and procedures
• Ability to work independently and plan, organize, and prioritize work tasks
• Ability to prepare work results with 100% completeness and accuracy
• Ability to handle written or verbal confidential information with discretion
• Ability to handle interruptions and ability to handle multiple ongoing tasks while completing work promptly
• Strong attention to detail, accuracy, and resolving discrepancies

MINIMUM REQUIREMENTS

• High school diploma or equivalent
• Three years' work experience in an office setting
• One year of computer experience, preferably in Microsoft Office

PREFERRED EXPERIENCE

• Experience in accounts payable or general bookkeeping.
• Familiarity with enterprise financial systems such as QuickBooks, , Divvy, Tyler Technologies, or similar platforms.