Administrative Assistant Board of Selectman

Town of Oxford • Oxford, MA

4d • Onsite

About The Position

The Town of Oxford has an opening for an Administrative Assistant in the Board of Selectmen Office. This position works under the supervision of the Executive Assistant to the Board of Selectmen and Town Manager. The Administrative Assistant works cooperatively with the Assistant Town Managers and Executive Assistant to the Board of Selectmen to assure the timely and effective operation of the executive and administrative functions of the Town. The position provides confidential administrative support to the office and as such requires utmost discretion when dealing with other staff as well as the public. Alcohol and controlled substance testing and background checks are mandatory. The hours and wages for this position are subject to negotiation based upon the skills and qualifications of selected candidate as well as the administrative needs of the office.

Requirements

• Thorough knowledge of general executive office procedures.
• Familiarity with various computer operating systems and software.
• Considerable knowledge of modern office management principles and practices.
• Understanding of Town Departments with a comprehension of how they interact.
• Ability to communicate effectively, orally (in person and by telephone) and in writing.
• Ability to analyze and interpret various forms of communication and compose appropriate written summaries and/or responses.
• Ability to establish and maintain effective working relationships with employees, Department officials, and advisory boards.
• Ability to maintain a level head during times of extreme activity; and Good interpersonal and communicative skills.
• Undergraduate degree and excellent formal business writing skills.
• Minimum of two years of college preparation or secretarial training, majoring in business OR equivalent life experience.
• Familiarity with Massachusetts General Laws and municipal operations and procedures.
• Three years of administrative office experience, preferably in a municipal environment.
• Experience working with the public and performing duties in an office that frequently addresses confidential matters.
• Provide appropriate documentation to verify your authorization to work in the United States.

Nice To Haves

• Must demonstrate cooperative working relationships with fellow employees to ensure the smooth operation of the office including public relations, interdepartmental relations, and employee relations.

Responsibilities

• Licensing, permitting and annual licensing renewals including Alcohol, Motor Vehicles, the serving of food (Common Victualler Licenses for all eating establishments, Automatic Amusement Licenses, General Licenses for Outdoor Businesses and Entertainment, Sunday and Weekday Entertainment Licenses, Flammable Storage Licenses for all businesses in Oxford, as well as Special Permits for Animals, Unregistered Vehicles and Earth Removal.
• Preparing and publishing the Annual Town Report.
• Issuing Appointments as directed and according to the Town Charter.
• Accurate completion and timely submission of all required or requested reports with State and government agencies.
• Manage legal notification and records of conditions for Nuisance and Dangerous Dog Complaint Hearings.
• Assist in reviewing minutes for accuracy, particularly related to votes outcomes.
• Right of First Refusal transactions in accordance with Chapter 61A of the MA General Laws
• Pole Petition Hearings pursuant to M.G.L. Chapter 166 and petitioned by National Grid and Massachusetts Electric Company
• Coordination of all Public Street Layout and Acceptance meeting materials.
• Assist residents in resolving or providing resources for solutions to problems or complaints.
• Perform administrative duties associated with the operations of the Selectmen Office and composes, prepares, and sends routine correspondence.
• Interact frequently with the public in person, by telephone, and make referrals about inquiries, questions, or complaints to the appropriate Departments.
• Organize and assemble information related to agenda items for presentation to the Board of Selectmen and act upon the requests and directives resulting from Selectmen meetings, as directed.
• Receive, review for accuracy and completeness, and initiate the processing of all license and permit applications to be considered by the Office of the Board of Selectmen.
• Assist Executive Assistant coordinate documents and format materials to produce the Annual Town Report
• Perform necessary research and clerical work associated with the Board of Selectmen issuance of citations, proclamations, and certificates of recognition.
• Issue appointment papers for certain Town Boards and Committees and maintain records of appointments made by the Board of Selectmen, as directed.
• Help coordinate the preparations for Town Meetings with the Executive Assistant, e.g., receive requests for warrant articles and print out informational materials to be used at meetings.
• Pay bills associated with the office operations as directed.
• Assist Executive Assistant in scheduling meetings and work to distribute information in timely manner, particularly formal actions by the Board of Selectmen.

Benefits

• The hours and wages for this position are subject to negotiation based upon the skills and qualifications of selected candidate as well as the administrative needs of the office.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level