Administrative Assistant

Town of Middlebury

Administration Office

Position Description

Administrative Assistant

POSITION: Administrative AssistantFLSA: Non-Exempt

REPORTS TO: Town Manager EFFECTIVE: August 10, 2023

STATUS: Permanent Full Time, 40 Hours per week. Flexible hours between 8:00 am – 4:30 PM allowing for flexibility due to emergency situations, training commitments or other scheduled programs.
POSITION SUMMARY:
Administrative/clerical support position which serves department head and/or elected official in a paraprofessional capacity. Responsible for handling administrative responsibilities in addition to an advanced level of secretarial work.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Primary duties and responsibilities of an Administrative Assistant include, but are not limited to, the following:

• Prepares and compiles all necessary reports and statistical data, as needed.
• Monitors and processes claims for the Town Manager. Assists the Town Manager in budget preparation and ongoing budget reviews.
• Makes routine decisions involving the operation of the office and periodic decisions regarding the office in conjunction with the appropriate supervisor or department head/elected official. May be involved in special projects on a periodic basis.
• Performs clerical support to the Town Manager as needed.
• Attends and prepares meeting minutes for the various meetings.
• Oversees and manages legal advertisements, notices, bid specifications and bid bonds for the Town Manager and maintains bid files/bonds.
• Coordinates activities/communications between Council, Redevelopment and Clerk’s office.
• In conjunction with the Town Manager, identifies department supply/equipment needs and coordinates purchasing.
• Receive and process requests for information and complaints relating to Town activities.
• Provide fair, consistent and equal treatment to all customers and visitors.
• Perform as a Notary Public, providing service to the staff of the Town and the public.
• Attend conferences and seminars as necessary.
• Perform other duties as assigned by the Town Manager.

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent required.
• Experience in financial management or accounting preferred.
• Valid Indiana driver’s license required.

KNOWLEDGE, SKILLS AND ABILITIES:

• General knowledge of accounting procedures and relevant accounting software.
• Skilled in data entry and data management.
• Working knowledge of Town government and Town activities is necessary to provide accurate information or assistance when requested.
• General knowledge of the operation of office equipment (copier, fax, printer, personal computer, telephone, etc.).
• Ability to type on a computer (No minimum words per minute requirement).
• Broad knowledge of office software (Word, Excel, PowerPoint, Access, Adobe, etc).
• Ability to learn specialized software such as billing, financial or payroll software.
• Ability to create organizational processes such as filing systems.
• Basic understanding of general mathematical formulas and calculations are essential.
• Skill in following oral and written instructions.
• Skill in communicating effectively, orally and in writing.
• Regular and punctual attendance.
• Must be able to establish and maintain effective and cooperative relationships with superiors, fellow employees, vendors and the general public.
• Must comply with the Town of Middlebury Employee Handbook.

PHYSICAL ACTIVITY REQUIREMENTS:

• Frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds.
• Regularly requires sitting, repetitive motions and frequently speaking or hearing;
• Work has standard vision requirements;
• Work has no exposure to environmental conditions;
• Work is generally in a moderately noisy location (e.g. business office, light traffic).

DRUG TEST REQUIRED:

The Town of Middlebury is a Drug Free Workplace. Therefore, a post offer, pre-employment drug screen is required.

EMPLOYEE SIGNATURE

I have read and understand all the above. I have reviewed the duties and responsibilities for which I am responsible, as well as the minimum requirements of this position, with my supervisor. I understand that this document does not create an employment contract, and the above declarations are not intended to be an “all-inclusive” list of the duties and responsibilities of the job described.

EMPLOYEE _____________________________ DATE __________________

TOWN MANAGER ________________________ DATE __________________

TOWN CLERK ___________________________ DATE __________________

TREASURER

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person