Department Assistant (Pdf)

EMPLOYMENT OPPORTUNITY
Town of Lexington
We are currently accepting applications for the full-time position of:
Department Assistant
Select Board Office
Anticipated Hiring Range: $27.43 - $31.26
with excellent benefits.
The REQUIRED Town of Lexington application must be received in the Town's Human Resources Department.
Position will remain open until filled with priority given to applications received by Friday, April 26, 2024.
GENERAL SUMMARY:
Under the general supervision of the Office Manager, coordinates and performs a variety of
administrative tasks and specialized functions to support the overall operation of the Department.
ESSENTIAL JOB FUNCTIONS:
* Receives the public (in person and by telephone) and answers questions; responds to inquiries
from employees, citizens and others and refers, when necessary, to appropriate person.
* Corresponds with vendors, the public and internal customers.
* Types, edits, and copies a variety of correspondence, reports, memoranda, and other material for
boards and committees.
* Receives, stamps and distributes incoming mail; processes outgoing mail, and responds to mail
requests.
* Maintains filing systems; responsible for document filing according to procedures.
* Cooperates as a team member in performing any duty necessary to provide services.
* Compiles and prepares annual licensing reports for ABCC.
* Processes license and permit applications, establishes and maintains license/permit database and
files.
* Posts Select Board meetings, prepares materials for meetings, attends meetings as needed and
completes post meeting follow through.
* Provides support to numerous boards and committees.
* Maintains Select Board appointment records and database for public committees and coordinates
recruitment for committee vacancies.
* Receives, maintains database, and forwards Trustee of Public Trusts monies.
* Prepares and processes warrants for Town Meeting and elections.
* Acts as back-up to the Select Board's Office Manager/Executive Clerk.
* Responsible for taking minutes of the meetings of the Select Board when recording secretary is
unavailable.
* Performs special projects and other related duties as required or directed, or as the situation
dictates.
* Regular attendance at the workplace is required.
* Has access and responsibility for confidential information and records.
* Duties may require knowledge of legal processes and may have legal outcomes.
SUPERVISORY RESPONSIBILITY:
None.
MINIMUM EDUCATION & EXPERIENCE:
Equivalent to an Associate's Degree and two (2) years of administrative support experience.
ADVANCED EDUCATION & EXPERIENCE:
None.
QUALIFICATIONS:
Knowledge of:
* Modern office procedures, methods and computer/software equipment.
* Principles and procedures of confidential record keeping.
* Business letter writing and basic report preparation techniques.
* English usage, spelling, grammar and punctuation.
* Effective customer service techniques.
* Confidential records management.
* Legal processes.
Ability to:
* Perform administrative support services involving the use of independent judgment.
* Operate computer and various software necessary for performing assigned duties.
* Type at a speed necessary for successful job performance.
* Work independently in the absence of supervision.
* Communicate clearly and concisely, both orally and in writing, and maintain effective working
relationships.
* Effectively handle an environment which involves close contact with coworkers and the public,
including upset customers.
* Make sound decisions and use good judgement.
WORKING CONDITIONS & PHYSICAL DEMANDS:
Work is performed in a highly trafficked office which can be noisy and disruptive. Frequently required
to climb stairs to upper level of office and occasionally required to lift and/or move objects up to 25
pounds. Operates computer, printer, photocopier, fax machine, and other office equipment. Work
requires extended periods of sitting, reaching, typing, and mousing, which requires eye-hand
coordination and finger dexterity.
The above statements are intended to describe the general nature and level of work being
performed by people assigned to do this job. The above is not intended to be an exhaustive
list of all responsibilities and duties required. 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.
APPLICATION PROCESS
Formal application, rating of education and experience; oral interview and reference check; job related tests
may be required.
All applicants are required to complete a Town application form, available from the Internet at
www.lexingtonma.gov, emailing jobs@lexingtonma.gov, calling (781) 698-4590 or by visiting the Human
Resources Department. Resumes may be attached to the application form as additional information, but
cannot serve as a substitute for completing the required application form.
CORI screening required.
Application and cover letter must be received in the Town's Human Resources Department. Position will remain
open until filled with priority given to applications received by Friday, April 26, 2024.
The Town reserves the right to modify the application deadline, and/or accept applications after the deadline, to
best serve the interest of the community. After the deadline all applications will be reviewed and the most
highly qualified candidates will be invited to one or more interviews. All applicants will be notified of their
standing in the process as soon as a decision has been made regarding their individual application.
Individuals who need accommodations in order to participate in this process should contact the Human
Resources Department.
Questions regarding this hiring process should be addressed to the:
Human Resources Department
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
(781) 698-4590
jobs@lexingtonma.gov