What are the responsibilities and job description for the Office Administrator position at Town of Nantucket?
Qualifications:
- Bachelor’s degree and one to three (1-3) years related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
- Advanced computer literacy, typing speed of at minimum 38-40 words per minute
- Valid Class D motor vehicle driver’s license
- Full-time, 40 hours per week
- Union position
- Starting hourly rate $38.23
- Full Benefits
- Retirement pension through Barnstable County Retirement.
- 90% employer-sponsored health insurance plan options.
- Diverse selection of supplemental insurance policies.
Questions?
If you have any questions about this position, please contact HR@nantucket-ma.gov.
Equal Opportunity Employer Statement: The Town of Nantucket is an Equal Opportunity Employer, a D.E.I. community, and encourages women, minorities, and veterans to apply.
SUPERVISION REQUIRED: Under the general supervision of the Office Manager, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. Supervisor reviews work to remain aware of progress, work methods, and technical accuracy.
SUPERVISORY RESPONSIBILITY: The employee is not held accountable to directly supervise other staff members of the Town of Nantucket.
CONFIDENTIALITY: The employee has regular access to confidential information in accordance with the State Public Records Law.
ACCOUNTABILITY: Consequences of errors, missed deadlines or poor judgment may include adverse public relations, legal repercussions, and missed deadlines.
JUDGEMENT: Numerous standardized practices, procedures or general instructions govern the work performed and in some cases may require additional interpretation. Independent judgment is needed to facilitate exceptional customer service with the general public and maintain confidentiality.
COMPLEXITY: The work consists of a variety of office and project management duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
WORK ENVIRONMENT: Work is performed in a standard office environment. Noise or physical surroundings may be distracting. There are frequent interruptions.
NATURE AND PURPOSE OF PUBLIC CONTACT: Relationships with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients. More than ordinary courtesy, tact, and diplomacy may be required to respond to requests for information or to deal with uncooperative or uninformed persons.
OCCUPATIONAL RISK: Risk exposure to the employee is similar to that found in a standard office setting.
- Responsible for assisting with the organization of the department files, data entry and reporting related to the DPW work order system.
- Assists the Office Manager with all aspects of administering the office of the Department including but not limited to Public Works’ budgets, activities and day to day operations.
- Reviews and processes invoices for payment. Communicates regularly with state agencies and vendors on a variety of administrative matters.
- Prepares and maintains payroll and personnel records, time cards and personal leave time records for all full-time and seasonal employees.
- Performs procedural, clerical and administrative tasks related to Department of Public Works applications, included but not limited to street opening permits, street blocking permits, excavation licenses etc. Assists public in filling out forms and applications.
- Coordinates and assists with Household Hazardous Collection days.
- Assists with money collection for landfill accounts.
- Assists with posting to and updating the DPW webpage.
- Attend inter-office and committee meetings as needed; minute taking as required.
- Processes and prepares incoming and outgoing correspondence and external postings; administers and handles record keeping and filing. Answers telephone and refers callers to appropriate agency or department when necessary and follows up on all citizen concerns and emergencies; processes various documents, including typing, copying and filing, as directed and/or needed.
- Makes daily trips to Town Building, Post Office and Bank.
- Monitors office supplies and orders supplies when necessary and/or directed. Monitors condition of office equipment and is responsible for arranging repairs/maintenance when necessary.
- Performs other related duties as may be assigned.
EDUCATION AND EXPERIENCE: Bachelor’s degree and one to three (1-3) years related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
SPECIAL REQUIREMENTS: Advanced computer literacy, typing speed of at minimum 38-40 words per minute, valid Class D motor vehicle driver’s license
KNOWLEDGE, ABILITIES AND SKILLS:
Knowledge: Working knowledge of common policies, practices and procedures of Municipal Government and applicable state and/or federal laws and regulations pertinent to position functions. Knowledge of office software (word processing, data base management and spread sheet applications). Knowledge of the town's web site and Internet in support of department operations.
Ability: Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information. Ability to complete multiple tasks in a timely, detailed, and accurate manner. Ability to effectively use office equipment in an efficient manner and learn various project management software and electronic data management software. Ability to communicate effectively to other staff to meet deadlines and accomplish tasks.
Skills: Proficient skill in the operation of a personal computer and office equipment and the application of office software including word processing, electronic data management, spread sheet, and data base management applications; proficient business mathematical skills, recordkeeping, keyboarding and customer service skills; proficient written and oral communication skills.
PHYSICAL REQUIREMENTS:
PHYSICAL DEMANDS: Little or no physical demands are required to perform the work. Work effort principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, and computer paper.
MOTOR SKILLS: Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, keyboarding, word processing, filing, and sorting of papers.
VISUAL DEMANDS: The employee is constantly required to read documents and reports for understanding and routinely for analytical purposes. The employee is rarely required to determine color differences.
Salary : $79,518 - $100,734