Position Summary
The Administrative Assistant is the forward-facing representative of the Town, providing a combination of customer service, administrative support, and program coordination. This role ensures that residents, contractors, and internal staff receive timely, accurate, and professional assistance. The position requires someone who is highly adaptable, skilled at multitasking, and comfortable balancing daily front-desk functions with project-based responsibilities.
Core Responsibilities
Customer Service & Community Support
- Serve as the first point of contact at assigned customer facing points (Town Hall/Admin Building/Public Works).
- Provide in-person, phone, and email assistance to staff, residents, contractors, vendors, and external stakeholders.
- Schedule and coordinate meetings, rooms, and calendars for staff and leadership.
- Assist with community outreach initiatives, special events, block parties, etc.
- Draft, review, and distribute memos, presentations, and reports.
- Process payments (licenses, permits, utilities), invoices, and purchase orders.
- Maintain records, filing systems, and office supply inventory.
- Track and input data into Town systems (Accela, Tyler, Laserfiche, etc.).
- Support business license applications, renewals, and record upkeep.
- Assist with permits and program tracking (stormwater inspections, water use, conservation, tree programs, grants).
- Provide cross-coverage with other administrative staff across divisions
- Conduct research and provide administrative support for special projects.
- Act as Notary Public for staff and residents.
- Additional duties as assigned
Required Skills & Characteristics
- Strong interpersonal and customer service skills; approachable and professional.
- Exceptional organizational ability and attention to detail.
- Strong computer proficiency (Microsoft Office; ability to quickly learn Accela, Tyler, Laserfiche).
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities, problem-solve, and adapt quickly.
- Self-motivated and resourceful; able to work independently and as part of a team.
- Flexible and adaptable, with the ability to rotate between work locations as needed.
Qualifications
- High school diploma or GED required; some college coursework preferred.
- Minimum of 1–3 years of administrative experience.
- Must be at least 18 years of age.
- Ability to obtain Notary certification within 60 days of hire.
Physical Requirements
- Regularly required to talk, hear, see, and use hands for clerical functions.
- Frequent standing, walking, and sitting.
- Ability to lift up to 10 lbs frequently and 40 lbs occasionally.
- Work is primarily performed in an office setting with moderate noise.
