Administrative Assistant II - Facilities

Town of Duxbury•Duxbury, MA

11d•Onsite

About The Position

The Administrative Assistant II performs administrative office management functions for the Facilities Department. This position involves complex office tasks such as composing and typing correspondence and reports, computer data entry, record keeping, filing, and direct interaction with vendors, service providers, and other facility staff. The Administrative Assistant II is responsible for maintaining and improving the efficiency and effectiveness of all areas under their direction and control. The work consists of employing many different concepts, theories, principles, techniques, and practices related to an administrative field, typically concerning the assessment of services and recommendation of improvements. The employee interacts constantly with co-workers and the public, dealing with information pertaining to individuals in the Town’s records. Excellent communication and customer service skills are required, involving courtesy, tact, and diplomacy in resolving complaints or concerns and in working with co-workers and State and County agencies.

Requirements

High school education, including or supplemented by courses in typing, bookkeeping, business machines, and secretarial sciences.
Minimum of one (1) to three (3) years’ experience in the performance of like duties or any equivalent combination of education, training, and experience.
Valid Massachusetts Driver's License.
Knowledge of office procedures, practices, and terminology.
Complete knowledge of the use of office and data processing equipment.
Knowledge of business arithmetic, business English, and spelling.
Basic knowledge of bookkeeping techniques.
Ability to organize time and work independently.
Ability to accomplish tasks despite frequent interruptions.
Ability to maintain detailed statistics, records, and clerical records.
Ability to deal effectively and tactfully with the public.
Ability to maintain confidential information.
Ability to compose correspondence and to prepare, type, and proofread reports.
Ability to communicate effectively with the public, co-workers, other employees, departments, officials, and other agencies.
Excellent secretarial and administrative skills.
Expertise and skill in utilizing personal computers and office application software packages.
Excellent customer service skills.
Ability to operate a keyboard at efficient speed and view computer screens for extended periods of time.
Specific vision requirements include close vision and the ability to adjust focus.
Ability to sit, stand, walk, and hear.
May be required to stand for long periods of time when assisting the public at the window/counter.
Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination.
Constantly read documents and reports for understanding and analytical purposes.

Nice To Haves

Knowledge of Massachusetts laws, procedures, regulations preferred.

Responsibilities

Performs administrative office management functions for the Facilities Department.
Composes and types correspondence, reports, and other documents.
Performs computer data entry and record keeping.
Maintains files and manages records.
Works directly with vendors, service providers, and other facility staff.
Maintains and improves the efficiency and effectiveness of departmental operations.
Assists the Facilities Director in the day-to-day operation of the office.
Assists staff, the public, and other departments in providing information and resolving problems.
Researches questions and answers telephone and in-person inquiries, service requests, and complaints.
Refers customers to the appropriate person or department when assistance is needed beyond their knowledge or experience.
Maintains departmental records, including manual and computer-based records.
Posts and records information, updates data, checks, sorts, records, and files various materials.
Composes and/or types correspondence, memorandums, meeting minutes, legal notices, orders, warrants, vouchers, purchase orders, reports, and agendas.
Schedules appointments and meetings.
Opens and processes mail.
Distributes reports, memos, and necessary information to appropriate persons.
Establishes and maintains departmental files, maintaining confidentiality of information and departmental plans.
Develops recommendations for changes in office procedures, reviews them with department management, and oversees implementation.
Operates computer applications specific to the Facilities Department.
Prepares, verifies, and processes department vouchers for payment of accounts payable bills for submittal to the accounting office.