Admin Secretary

 Selectboard Administrative Secretary

The Selectboard Administrative Secretary provides management and clerical support to the Selectboard and Town Administrator.  Responsible for daily operations of the Selectboard office, including distribution of the mail, gathering information, handling phone calls and emails, monitoring equipment, purchasing office supplies and managing the copy room. In addition, the Secretary takes minutes of meetings, maintains files, handles bulk mailings, prepares the Annual Town Report, handles permitting, collects fees and provides assistance and support of other committees as needed. The Administrative Secretary is liaison with the newsletter editor, the public, groups and other governmental agencies. The hourly starting wage is between $19.25 to $21.67, and is be dependent on experience.  The position is part-time up to 25/week, including Tuesday evening hours. The position is benefitted. The Town of Shutesbury is an Equal Opportunity Employer. Submit resume and letter of interest to Becky Torres, preferably by email to townadmin@shutesbury.org. If you need to send by snail mail the address is Town Administrator, PO Box 276, Shutesbury, MA 01072. Applications will be reviewed on a rolling basis until the position is filled.  For further information call 413-259-1214. 

Town of Shutesbury                        

Job Title:                                           Administrative Secretary

Department:                                      Administration

Reports To:                                       Selectboard

Exempt/Non?Exempt:                      Non-Exempt

Grade Classification:                        Grade 6

Salary Range:                                   

Hours:                                                25 per week

Salary Range:

Hiring/Appointing Authority:                     Selectboard

Job Description Approved:                         September 21, 1995

       Revised:                          July 1999, May 2018

       Reviewed:                        Spring 2004, March 2006, April 2009

       Reviewed                         October 2012, April 2017      

Position Summary:

Provides management and clerical support to the Selectboard and Town Administrator, under the supervision of the Town Administrator.

Essential Duties and Responsibilities:

The essential duties and responsibilities are listed below. Additional duties may be assigned as needed.

• Organizes and manages the Seelectboard’s office on a daily basis, including such things as opening, sorting, answering and/or referring the mail, gathering information, handling phone calls, monitoring equipment, purchasing office supplies and managing the copy room.

• Records and maintains minutes of Selectboard meetings.

• Prepares letters and other correspondence of moderately complex level; files and maintains office records.
• Manages bulk mailings.
• Serves as Town Office liaison to Newsletter Committee.

• Assists town departments, volunteer boards and committees, coordinating scheduling and publication of the newsletter. Acts as liaison between the Selectboard, Town Administrator and residents and serves as liaison to local, state and federal agencies and other groups as the Selectboard’s representative concerning Town procedures, policies and issues.
• Organizes and manages the preparation and printing of the Annual Town Report.
• Handles requests for renewals of licenses and permits. Collects, records and transfers fees to Treasurer. Prepares annual reports:
• alcoholic beverage licenses, serving as contact for the ABCC
• entertainment and business licenses

• Prepares and maintains schedule of Appointments of Town Officials. Sends out re-appointment status letters to committee chairs as well as reappointment confirmation letters to volunteers.
• Under the general direction of and in support of the Selecboard, provides clerical support for the Town Administrator, other Town Offices and for volunteer Boards.
• Maintains Electrical Inspection Report file.
• Any other duties assigned by the Selectboard.
• Education, Experience, License Requirements:
• High school diploma or general education degree (GED).
• Class B Driver’s License with medical cards. Class A license is preferred.
• Ability to deal effectively with the public.
• Experience in municipal government procedures helpful.

• Computer experience, especially word processing.

• Excellent interpersonal skills, ability to communicate effectively with diverse groups and individuals.

• Ability to work independently.

• Must be knowledgeable, skilled and self-directed while assisting town boards and committees in the execution of their work.

Physical Demands:

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally lift and/or move up to 25 pounds.

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools or controls; reach with hands or arms and talk and hear.

• Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.

Selection Guidelines:

The duties listed above are intended only as illustrations of the various types of work that may be 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.

This job description does not constitute an employment agreement between the employer and employee and is subject to revision by the employer if there is a change in the needs of the employer and requirements of the job.

Affirmative Action:

The Town of Shutesbury is an Equal Employment Opportunity\Affirmative Action Employer.

Approved by Selectboard: _______________________________  Date: _____________