Town of Clarksburg

Job Description

General Duties

Performs diverse administrative, organizational and clerical work supporting the Town Administrator in the management of daily Town operations; performs scheduling; coordinates meetings; manages records; performs internal and external communications and other related work as required. Requires a working knowledge of departmental operations, local and state laws and involves continual process improvement to ensure efficient delivery/management of Town services. Handles a significant amount of details, each varying from the other in substance and content, requiring daily flexibility and considerable judgment in responding to inquiries from Town staff, officials and the public.

Supervision

Works under the general direction of the Town Administrator. Independently and collaboratively plans and carries out daily work with responsibility to meet desired objectives, deadlines and priorities, as set by the Town Administrator. Revises and adapts to changes in priorities, work schedules and changes in workload. Expected to use procedures, delegation, resources and common sense to address routine problems, re-direct inquiries and answer questions without direction. Matters range in nature from routine to complex, which require the exercise of good judgement and initiative in situations not clearly defined by established procedures.

Continually assesses procedures to ensure efficient and effective services are delivered and makes recommendations on improvements.

Consequences of errors, missed deadlines or poor judgment may result in adverse public relations, legal repercussions and jeopardize programs. Accountability for complying with laws and regulations regarding agendas, record keeping and file management.

Job Environment

Work is performed in an office environment, with frequent interruptions. Operates standard office equipment, including computer programs, email, social media platforms, telephone and building management systems.

Makes very frequent contact with other municipal departments, local and state officials, vendors and representatives of outside organizations; makes frequent contacts with town residents and the general public; contacts are primarily in person, email and by telephone. Involves discussing routine and semi-complex information; contacts with the public require considerable patience and courtesy. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with occasional hostile, uncooperative or uninformed persons.

Has access to a wide variety of department-level and town-wide confidential information requiring the application of appropriate judgment, discretion and professional office protocols. Confidential information may include personnel matters, legal matters, financial concerns, policy concerns, etc.

Requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions and determining actions to be taken consistent with standard or accepted practices. Judgment is used in analyzing specific situations to determine appropriate actions.

Errors could result in considerable confusion and delay, cause poor public relations for the Town, and have legal repercussions.

Hours of work are generally consistent with Town Hall operating hours. Attendance at weekly and periodic evening meetings is required.

Essential Functions

Prepares presentations and correspondence, including letters, contracts and leases; screens incoming mail and responds appropriately to matters not requiring the personal attention of the Selectboard and Town Administrator. Assist the Board of Selectpersons and the Town Administrator, as well as other boards/committees affiliated with town hall.

Process all Cemetery Deeds, maintaining a record of all purchases of cemetery lots as well as burials.

Coordinates appointment schedules and calendars for the Town Administrator and Selectboard. Manages meeting room use and schedules.

Attends all Selectboard, Finance Committee and other meetings as required.

Prepares and posts agendas for meetings of the Board of Selectmen and Finance Committee; assembles necessary documents, records, and transcribes minutes of meetings. Coordinates and is responsible for the setup of these meetings, including the use of technology, i.e. conference phone, ZOOM, presentations, etc.

Receives telephone calls, email and visitors; schedules appointments; coordinates meetings; answers routine inquires; routes complaints and issues to proper departments and resources; coordinates office equipment maintenance (copier, postage machine, etc.) and technology service and upgrades. Receive and distribute mail for all town hall departments.

Provides information relating to municipal processes and other information regarding Town services, etc.

Receives applications for various licenses; coordinates approval process in accordance with applicable laws and requirements; creates and issues licenses once approved.

Coordinates preparation of Annual Town Report; coordinates arrangements for Town Meeting; aids in preparation and printing of Warrants and other materials.

Supports the Town Administrator with attendance and notetaking at meetings, as needed.

Provides support to other departments for routine questions and assists with meeting as well as purchasing office and custodial supplies for all town department and not limited to event coordination as needed.

Responsible for various advertisements (classified or legal) that need to be placed in local newspapers for departments throughout the year

Physical Requirements

Minimal physical effort required performing duties under typical conditions. Position requires ability to operate a keyboard. Occasional lifting up to 15 lbs.

Minimum Qualifications

Education and Experience

Associate’s Degree and two to three years of responsible professional office experience 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.

Knowledge, Ability and Skill

Working knowledge of standard office practices and procedures; general knowledge of local government and operations is preferred.

Outstanding organizational skills and ability to keep accurate and detailed records.

Demonstrated effective communication (oral and written) skills and good sense of humor.

Ability to problem-solve and retain information to apply to similar, future situations.

Proficient computer skills including word processing and spread sheet applications, etc.

Ability to interact effectively and appropriately with the public, other officials and Town staff; ability to deal with diverse people and difficult personalities.

Ability to perform work under stressful situations; multi-task and work in an independent, detailed, and accurate manner.

Ability to work with confidential, sensitive information.

Willingness to learn and attend trainings as appropriate.