Adminstrative Assistant

Performs, according to standard office procedures, a variety of complex clerical duties requiring a considerable degree of decision making and a thorough knowledge of the functions of the City Clerk’s Office.

Duties include but are not limited to supporting the Licensing Commission and the Board of Aldermen on a backup basis as directed by the City Clerk, including preparing agendas, attending day or evening meetings, maintaining minutes, managing business correspondence and licenses, and acting as liaison to the Alcoholic Beverage Control Commission. Managing the Office, including scheduling the office staff and its recurring duties. Processing appeals for the Board of Appeals, Planning Board, and Historical Preservation Commission, and issuing Clerk’s Certificates. Assisting when necessary, or as directed by the City Clerk, in the completion of all Administrative Assistant, Head Clerk and Principal Clerk duties, including business licensing, and financial responsibilities. Provide walk-up, telephone, mail and internet customer assistance on all permanent records, including births, deaths, and marriages, as well as dog licenses, business certificates, business licenses, and other documents. Collecting, recording and transmitting to the Treasurer all appropriate fees and revenues. Sorting and routing City Hall’s incoming daily mail, and processing City Hall’s outgoing daily mail. Notarizing documents for the public. Providing technical assistance and training to staff with respect to all vital records, state regulations and requirements, and software. Creating and maintaining birth records, marriage records, and death records, as well as associated corrections and depositions. Managing all noncriminal ticketing issues, including recording violations and payments, and appeal hearings, and decisions. Providing clerical support to the Municipal Hearing Officer as needed, including scheduling hearings, communicating with appellants, and recording decisions. Tracking all appointments to city boards and commissions. Administering all payrolls and ordinary maintenance activities, including all equipment and supplies on a backup basis. Performs other duties as assigned by the City Clerk.

• Demonstrated ability to manage files in Microsoft Windows or equivalent, and maintain electronic communications and scheduling in Microsoft Outlook or equivalent.
• Demonstrated ability to use Microsoft Windows, Word, Excel, Outlook, and various databases
• Ability to type 30 words a minute error fee
• Ability to exercise independent judgment
• Ability to maintain a high level of confidentiality and discretion
• Ability to deal well under stress and perform multiple complex tasks simultaneously
• Must be well-organized, detail-oriented and extremely accurate
• Ability to communicate with the public and with governmental agencies both orally and in writing courteously and efficiently, and to work well with peers in a team setting.
• Ability to physically search municipal records, use a ladder to access records stored on tall shelves, and carry large volumes of records, up to 20 pounds
•  Must be certified, or obtain certification within 120 days, as a Notary Public
• High school diploma or GED equivalent, with at least 5 years of supervisory experience