Administrative Assistant

SEIU 888 UNION AFFILIATED POSITION with RETIREMENT/PENSION PLAN ELIGIBILITY

This is an SEIU 888 union position with step eligibility plus cost of living % for pay advancement on a regular schedule; position is eligible for a pension (Plymouth County Retirement Association) Health Insurance, life insurance, flex and dependent savings plans, other voluntary coverages. Work hours (all in person): Monday - Thursday, 7:00am - 3:30pm & 7:00am - 1:30pm on Fridays.

JOB SUMMARY

The Administrative Aide performs routine to complex clerical, administrative support and recording duties in support of the Highway, Lands and Natural Resources department and Cemetery division. The position requires a great deal of attention to detail, sequencing of actions, and maintenance of records in accordance with established department policies, operating procedures, Town of Norwell Charter and By-Laws, Massachusetts General Laws, Federal statutes, and collective bargaining agreements. Incumbents may be requested to work beyond normal business hours to assist the Highway Surveyor/Director (Director) or Assistant Director in emergency situations (i.e., natural disasters).

SUPERVISION RECEIVED/GIVEN

This position is under the administrative, policy and supervisory direction of the Highway Surveyor/Lands and Natural Resources Director (Director) and the Assistant Director. The Executive Administrative Assistant oversees and coordinates the day-to-day activities of the Administrative Aide. Employee plans and carries out routine tasks with few instructions, referring unusual situations to Director and/or Assistant Director. Work involves related steps, processes and methods but does not normally include any supervisory responsibility.

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work performed. 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.

· Assists the Administrative Secretary with all administrative duties associated with the Highway/Land & Natural Resources to include, but not limited to, Communications and Operations, Payroll, Accounts Payable & Receivables, Budget, Reports, Purchasing and Personnel. Maintains all department physical and electronic files; organizes filing system on an ongoing basis.

· Assists the public in person, on the phone and in writing with a variety of inquiries, complaints and informational requests regarding the Highway department, Land and Natural Resources department, Recycling Center and Town Cemeteries. Communicates with Town department heads and/or boards or commissions regarding the departments’ needs. Purchases supplies and equipment for all departments. Assists Executive Administrative Assistant in providing support for engineering tasks. Creates, monitors, and maintains all public and confidential records for the departments. Edits town website content for the departments. Liaison with National Grid to identify and coordinate any line or tree issues in Town. Liaison with MEMA and FEMA for follow-up after Town weather related emergencies. Liaison with Town’s liability and auto Assists in the maintenance of

the department’s fleet information, claims, and other documentation as required. Troubleshoots problems; refers to the Director and Assistant Director those issues that cannot be resolved.

· Processes weekly payroll, in the absence of the Executive Administrative Assistant. Assists in calculating fiscal and calendar year employee hourly pay rates; creates and maintains detailed payroll records for regular, FLSA overtime, and standby pay.

· Performs any tasks required for the departments’ Accounts Payable & Receivables; maintains detailed records, reviews invoices, processes weekly payments, reconciles monthly budget reports. Records and processes turnovers to the Treasurer/Collector’s Office in accordance with the Town’s current cash/checks receipt and turnover policy. Assists in preparation and processing of all required documentation for reimbursement of funds from state grants (Chapter 90), FEMA, MEMA and resurfacing Town roads, assists in the management and monitoring of the gas and diesel consumption usage for all Town departments; submits forms and reports to the State for monthly diesel taxes owed.

· Maintains confidential personnel records for all employees to include hiring, licensing, written communications, grievances and license expirations for all required state and federal licenses. Tracks attendance and paid time off allowances, communicating any issues to Director and Assistant Director. Liaison with Human Resources on administrative personnel issues such as Unemployment, Workers’ Compensation, Family Medical Leave Act or other leaves of absence, and any other personnel issues.

· Assists the Executive Administrative Assistant, Director and Assistant Director with preparation and maintenance of the departments’ operating and capital budgets, providing supporting data information for the Director’s review and finalization.

· Utilizes MS Office software programs such as MS Word, Excel, and Outlook to compose, edit, and produce a variety of correspondence, reports, memoranda, and other material requiring judgement as to content, accuracy and completeness as required by the needs of the departments.

· Cemetery operations include maintaining Town cemetery plot ownership plans, performing lot sales during office hours, preparing deeds as legally required, and issuing permits for burials. Communicates with funeral directors and monument vendors. Coordinates all confirmed funeral home burial dates, type of burial and plot information with Director, Assistant Director and the Lands and Natural Resources Foreman. Provides information to Cemetery Commission at the request of the Director.

· Performs all other related duties as required.

EDUCATION AND EXPERIENCE

High School diploma or GED. Some college preferred. Two (2) or more years of Administrative/Clerical experience, preferably in a municipal environment. Experience in construction office operations and accounts payable & receivables desirable. Demonstrated expertise level in utilizing MS Office (Word, Excel, Outlook). Any equivalent combination of education and work experience may be considered.

EDUCATION AND EXPERIENCE

High School diploma or GED. Some college preferred. Two (2) or more years of Administrative/Clerical experience, preferably in a municipal environment. Demonstrated expertise level in utilizing MS Office (Word, Excel, Outlook). Any equivalent combination of education and experience that enables performance of all aspects of the position.

LICENSES

Current valid MA driver’s license.

KNOWLEDGE, SKILLS AND ABILTIIES

Knowledge: Knowledge of Town Charter and By-Laws, policies and procedures as they apply to Department operations; knowledge of office management principles and practices; and knowledge of a wide variety of areas within the bereavement industry to include laws pertaining to Massachusetts cemetery and burial requirements.

Skills: Demonstrate proficiency in computer systems, tablets, word processing (MS Word), spreadsheet and database software (MS Excel), and equipment used by the Departments. Basic knowledge of accounts payable and payroll processing. Must have

excellent interpersonal, communication and customer service skills. Must have highly developed coping skills to deal with emotional and stressful situations. Must have excellent public relations skills.

Abilities: Ability to manage multiple tasks, meet deadlines, and pay careful attention to details despite interruptions. Works independently, prioritizes tasks in accordance with Director and/or Assistant Director’s needs, maintains confidential information, meets deadlines, and solves problems and maintains confidential information. Ability to organize and maintain an office filing system to permit ready access to and retrieval of filed materials. Ability to communicate with others effectively, both orally and in writing; ability to represent the Town in a professional, courteous, and efficient manner. Ability to establish and maintain harmonious relationships with supervisor, coworkers, board members, public and other departments. Ability to tactfully and appropriately interface with the public and vendors; show empathy for grieving families and funeral personnel who require cemetery services and/or assistance.

Job Type: Full-time

Pay: $21.64 - $22.88 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Retirement plan
• Tuition reimbursement

Experience level:

• 2 years
• 3 years

Physical setting:

• Office

Schedule:

• Monday to Friday

Work Location: In person

Salary : $22 - $23