Administrative Assistant II - Water Department

Town of Duxbury•Duxbury, MA

5d•Onsite

About The Position

The Administrative Assistant II provides administrative support to the DPW department by assuming primary responsibility for certain basic functions within the DPW office. The purpose of this position is to perform responsible and varied clerical, administrative, bookkeeping, and record keeping work of a difficult nature. Work involves typing letters, reports, and a variety of documents and forms, maintaining records systems, assisting the public, and carrying out various related information processes. The Administrative Assistant is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

Requirements

High School education, including or supplemented by courses in typing, bookkeeping, business machines and secretarial sciences
Minimum of two years of 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.
Knowledge of the use of office and data processing equipment, business arithmetic, business English and spelling.
Basic knowledge of bookkeeping techniques.
Ability to maintain confidential information, compose correspondence and prepare, type, and proofread reports as to form and logic flow.
Ability to communicate effectively and tactfully 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.

Responsibilities

Establishes new DPW accounts.
Has daily contact with general public.
Posts department expenditures and transactions.
Prepares statistical reports as assigned.
Receives check payments and transmits to tax collector.
Operates all office machines and computers.
Prepares accounts payable bills for submittal to accounting office.
Records all accounts payable transactions in appropriate ledgers for easy access by supervisors.
Verifies all accounts payable transactions.
Performs general typing and clerical tasks.
Performs office work as required.
Uses considerable knowledge of the principles and practices of bookkeeping and computer applications.
Perform a multitude of various functions at one time.
Applies considerable knowledge of office practice and procedure and principles of office management.
Keep complex records and prepares periodic reports from same.
Uses ability to maintain harmonious working relationships with other employees and the general public.
Exercises independent judgment and makes required decisions.
Opens and processes mail; distributes reports, memos, and necessary information to appropriate persons.
Orders supplies and equipment for the department as needed.
Provides required regular attendance and punctuality at the workplace.
As required, attends special meetings and works on special projects; performs similar or related work as required or as situation dictates
Has daily contact with the general public, answers questions, and takes messages for all public works departments.
Files and retrieves folders.
Assist other office staff as needed.
Assists in processing accounts payable and commitments to Town Treasurer.
Provides backup for all payroll and personnel functions.
Schedules employment physicals.
Processes road opening permits
Settles discrepancies as they arise.
Composes and types correspondence, reports on minutes.
Issues temporary passes to the transfer stations.
Issues hazardous waste day passes.
Purchases supplies for DPW department.
Creates forms and documents for DPW function.
Provides administrative assistance to all DPW departments.
Performs similar or related work as required, directed, or as situation dictates.