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Position Title: Administrative Assistant IIZoning Board of Appeals & Municipal Services
Department: Municipal Services
Reports To: Director of Municipal Services
FLSA Status: Non-Exempt, part-time, non-benefiteligible
Position Grade: Personnel Policies,Non-management, Grade 3
Rate: Hiring range $25.48- $29.90. Full range$25.48-$34.39
Work Schedule: 19.5 hours per week
START DATE: Position available July 1, 2026
Nature of Work: The Administrative Assistant performs administrativeoffice management function to the Municipal Services Department and providesadministrative support to the Board of Appeals and the Director of MunicipalServices.
This position entails the performance of complexoffice tasks requiring composing and typing correspondence, reports, computerdata entry work, record keeping, filing, and, working directly with customersand other municipal personnel. The Administrative Assistant is responsible formaintaining and improving upon the efficiency and effectiveness of all areasunder his/her direction and control.
2. Supervision Received: Works under the direct supervision of the Director ofMunicipal Services and in accordance with applicable state and local laws andregulations.
3. Confidentiality: Employee has regular access to confidentialinformation of the department. Confidentiality must be maintained with regard to this information inaccordance with Departmental Policy and the Public Records Act.
4. Accountability: Duties include responsibility for technicalprocesses, service delivery, and contribution to the municipal finances andrecordkeeping for the Town. Consequencesor errors, missed deadlines or poor judgment could severely jeopardizedepartment operations or have extensive financial and legal repercussions,excessive costs, delay of service delivery and adverse public relations.
5. Judgment: Guidelines may be in the form ofadministrative or organizational policies, general principles, legislation ordirectives that pertain to a specific department or functional area. Extensive judgment is required to develop newor adapt existing methods and approaches for accomplishing objectives or todeal with new or unusual requirements within the limits of the guidelines orpolicies.
6. Complexity: The work consists of employing many differentconcepts, theories, principles, techniques and practices relating to anadministrative field. Assignmentstypically concern such matters as Board of Appeals and recommendingimprovements.
7. Nature and Purpose of Public Contact: Employeeinteracts constantly with co-workers and the public. The employee deals with the public and otherindividuals regarding information pertaining to them in the Town's recordsunder the Administrative Assistant's assigned responsibilities. Excellentcommunication and customer service skills are required involving courtesy,tact, and diplomacy in resolving complaints or concerns of the public and inworking with co-workers, State and County agencies.

1. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type 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 logical assignment to the position.

1. Assists theChairman, Board of Appeals in the preparation of agenda for Board meetings.
2. Records minutesof meetings of the Board of Appeals and maintainsaccurate records for the purpose of record and legal appeals.
3. Places properlegal advertisements in local newspapers as required by law.
4. Processes allapplications for accuracy and fulfilling requirements of General Laws, By-lawsand rules and regulations.
5. Notify allinterested parties of hearings at which their interests may be affected.
6. Accepts andaccounts for sums of money from applicants covering fees for tentative plansand pre-qualification site analysis review.
7. Worksapproximately nineteen and one half (19.5) hours per week -- this includes eveningmeetings as required. Typically 2 meetings per month, except August, with anoccasional additional night meeting as needed.
8. Makes frequentcontact with the general public and other town departments.
9. Has contact withTown Counsel, municipal. local, state, and federal officials, developers,engineers, licensed business owners, contractors, attorneys, courts, realestate brokers, business owners and consultants. Contacts are primarily inperson, by telephone, and in writing, and involve discussing semi-complexinformation; contacts with the public require considerable knowledge, patienceand courtesy.
10. Has access todepartment-level confidential information that requires the application ofappropriate judgment, discretion and professional office protocols.
11. May assist in thedevelopment of notices, flyers, brochures, newsletters, media releases, newsarticles, and other informational materials about programs and services.
12. May be requiredto attend special meetings and work on special projects; performs similar orrelated work as required or as situation dictates.
13. Assists MunicipalServices staff in the day to day operation of the office.
14. Participates inmeeting the informational needs of the general public and Board members.
15. Responds toquestions from the public.
16. Assists staff,public and other departments in the furnishing of information and resolution ofproblems.
17. Researchesquestions, handles unusual or difficult situations. Answers telephone andin-person inquiries, service requests and complaints from external and internalcustomers in a helpful, courteous and efficient manner. Ascertains the natureof the inquiry, service request or complaint. Those customers requiringassistance beyond the individual's knowledge or experience are referred to theappropriate person or department.
18. Exercisesresponsibility for the maintenance, either manually or by computer, of theimportant departmental records requiring the careful recording, classificationand complication of information; posts and records information, updates data,checks, sorts, records and files various materials.
19. Assists withspecial projects and numerous administrative tasks.
20. Composes and/ortypes from copy a variety of correspondence, memorandums, meetings and legalnotices, orders, warrants, vouchers, purchase orders, permits, reports,newsletters and agendas. Schedules appointments and meetings.
21. Opens andprocesses mail.
22. Distributesreports, memos and necessary information to appropriate persons.
23. Establishes and maintainsdepartmental files, maintains confidentiality of information, departmentalplan, etc. within guidelines for public disclosure.
24. Communicatesofficial plans, policies and procedures to staff and other town officials.
25. Developsrecommendations for changes in office procedures, reviews with departmentmanagement, and oversees implementation.
26. Provides guidanceto other office staff within the department, including responding to questionson more complex issues of work.
27. Performs similaror related work as required, directed or as situation dictates.
28. Operates thecomputer applications that are specific to the Municipal Services Department.

1. Recommended Minimum Qualifications: High School or equivalent education plus additional education or training in secretarial science or business administration preferred; and four years of experience in secretarial and administrative work, or any equivalent combination of education, training and experience.

1. Knowledge Abilities and Skill

Knowledge: Knowledgeof office procedures, practices and terminology. Complete knowledge of the useof office and data processing equipment, business arithmetic, business Englishand spelling. Basic knowledge of bookkeeping techniques.
Abilities: Abilityto organize time, work independently and accomplish tasks despite frequentinterruptions. Ability to maintain detailed statistics, records, and clericalrecords. Ability to deal effectively and tactfully with the public. Ability tomaintain confidential information, Ability to compose correspondence and toprepare, type, and proofread reports as to form and logic flow. Ability tocommunicate effectively with the public, co-workers, other employees,departments, officials, and other agencies. Ability to instruct and supervise.
Skill: Excellentsecretarial and administrative skills. Expertise and skill in utilizingpersonal computers and office application software packages. Excellent customerservice skills.

1. Work Environment: The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee is required to work beyond normal business hours to attend evening meetings and to accomplish work assignments. Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment. Makes regular contacts with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, and correspondence. Has access to department-related confidential information. Errors could expose the Town to potential legal liabilities and/or could result in considerable confusion, delay and adverse public relations; errors with bookkeeping or department procedures could result in significant confusion and delay or loss of services and monetary loss.

1. Occupational Risk: Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings.

1. Physical and Mental Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: Little or no physical demands arerequired to perform the work. Work effort principally involves sitting toperform work tasks, with intermittent periods of stooping, walking andstanding. There may also be some occasional lifting of objects such as books,office equipment and computer paper generally up to 30 pounds. Minimal physicaleffort required in performing duties under typical office conditions. Ability to operate a keyboard at efficientspeed and view computer screens for extended periods of time. Specific vision requirements include closevision and the ability to adjust focus. Ability to sit, stand, walk and hear. May be required to stand for long periods of time, when assisting thepublic at the window/counter.
14. Motor Skills: Duties involve assignment requiringapplication of hand and eye coordination with finger dexterity and motorcoordination. Examples include using apersonal computer.
15. Visual Demands: Position requires the employee to constantlyread documents and reports for understanding and analytical purposes.
(Thisjob description does not constitute an employment agreement between theemployer and employee and is subject to change by the employer as the needs ofthe employer and requirements of the job change.)
Town of Duxbury is an EEO Employer - M/F/Disability/Protected Veteran Status