Job description

GENERAL DESCRIPTION

Primary contact for the Town, greeting citizens/staff, answering phone

Confidential secretary to the Town Manager

Range of administrative duties such as payroll; preparing meeting packets for Town, Planning and Zoning Boards;

State and County required reporting

See full description below

Town of Erwin, New York

Job Description

Position Title: Administrative Assistant Grade Level: III

Department Town Manager Date: April 10, 2023

Reports to: Town Manager FLSA Status

Statement of Duties: The Administrative Assistant is responsible for providing a wide range of administrative services to ensure the efficient operation of the offices of Town Supervisor and

Town Manager. The employee is required to perform all similar or related duties.

Supervision Required: Under the general direction of the Town Manager, the Administrative

Assistant plans, prioritizes, and carries out the regular work in accordance with standard practices and previous training. The employee interprets instructions and/or adapts methods to resolve particular problems. Instructions for new assignments usually consist of statements of desired objectives, deadlines, and priorities. Technical and policy problems or changes in procedures are discussed with supervisor. Work is generally reviewed only for technical adequacy, appropriateness of actions or decisions, and conformance with policy, or other requirements.

Supervisory Responsibility: The employee, as a regular part of the job, is required to lead other employees to assist them in completing their assigned work. Employee also performs non- supervisory work that is of the same kind and level as is done by the employee(s) being supervised. The employee is not responsible for taking any disciplinary action nor is the employee involved in the hiring process.

Confidentiality: In accordance with the State Public Records law, the Administrative Assistant has regular access to confidential information including official personnel files, law suits, collective bargaining negotiations (on behalf of the Town) as well as client and department records.

Accountability: Consequences of errors or poor judgment may include missed deadlines, legal repercussions and adverse public relations.

Judgment: Work requires the employee to examine, analyze, and evaluate facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices.

Guidelines include a large body of policies, practices, and precedents which may be conflicting, at times. Independent judgment is used to analyze or evaluate specific situations to determine appropriate actions.

Complexity: Work consists of the practical application of a variety of concepts, practices, and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts or data using specialized fact-finding techniques; or determining the methods to accomplish the work.

Town Manager Department

Administrative Assistant

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Town of Erwin, New York

Job Description

Work Environment: The employee performs work in a municipal office setting subject to frequent interruptions.

Nature and Purpose of Relationships: Relationships are primarily with the public, co-workers, committee members, involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. More than ordinary courtesy, tact, patience, and diplomacy may be required to resolve complaints or deal with uncooperative or uninformed persons.

Occupational Risk: Duties of the job present little potential for injury to the employee. The level of occupational risk exposure to the employee is similar to that found in a municipal office setting having frequent contact with the public.

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 a logical assignment to the position.

Serves as a primary contact for the Town, answering the department’s telephone and greeting citizens/staff in person, telephone and email referring inquiries to appropriate town staff and assisting with general issues; Carries out a range of administrative duties including but not limited to copying, scanning documents and preparing packets of information to all Boards at the Town of

Erwin.

Updates the Town’s web site posting new Board/Committee agendas, meeting minutes and official town policies etc.,

Provides newly hired employees with paperwork to complete.

Annually updates Steuben County Civil Service with Town employee information.

Responsible for the preparation and processing of the Town’s employee payroll.

Assists employees who may have problems or concerns regarding their medical insurance and interfaces with the Town’s insurance carrier as necessary

Prepares monthly reports for the NYS Retirement System including reports when a Town employee retires.

Processes Town Planning Board and Zoning Board applications; prepares meeting packets for all

Town Boards.

Town Manager Department

Administrative Assistant

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Town of Erwin, New York

Job Description

Recommended Minimum Qualifications:

Education and Experience: Bachelor’s degree or equivalent master craftsman level of trade knowledge; a minimum of five to seven (5-7) years prior work experience preferably in a municipal government; or an equivalent combination of education and experience which provides the required knowledge, ability and skill to perform the essential functions of the position in an effective manner.

Special Requirements: None required.

Knowledge, Abilities and Skill

Knowledge: Working knowledge of office management practices including the use of office software and hardware technology (word processing, mail merge, and spread sheet applications), report preparation skills, the Internet, municipal accounting and town payroll software, and web site technology in support of department operations.

Abilities: Ability to plan and prioritize work, perform multiple tasks despite frequent interruptions; ability to work independently and be self motivated. Ability to deal effectively with disgruntled or uninformed members of the public, public officials, and town staff; ability to maintain highly sensitive and confidential information. Ability to manage multiple tasks in detailed, timely, and effective manner as well as to receive directions from a variety of sources.

Ability to take initiative and work under pressure in accordance with time deadlines in responding to various requests for information or in response to a wide range of issues impacting department services.

Skills: Proficient customer service as well as both written and oral communication skills, and good common sense. Effective organization, planning and time management skills. Critical thinking, negotiating, and problem-solving skills. Proficient word processing and spread sheet office software and personal computer keyboarding skills as well as ability to update website and

Facebook.

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 position’s essential functions.

Physical Skills: Little or no physical demands are required to perform the essential functions of the position. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, kneeling, twisting, reaching with hands and arms, and standing. The employee is also required to lift, push or pull objects such as books and office equipment.

Motor Skills: Position requires the application of basic motor skills for activities including but not limited to operating a personal computer, office equipment, word processing, pushing, pulling, or lifting office equipment, and the sorting/filing of papers.

Town Manager Department

Administrative Assistant

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Town of Erwin, New York

Job Description

Visual/Auditory Skills: The employee is required to constantly read documents, personal computer screens and written reports for general understanding and routinely for analytical purposes. The employee must have the auditory ability to listen and comprehend. The employee is not regularly required to determine color differences or to read and comprehend non-written materials (e.g., maps or construction blue prints).

This job description does not constitute an employment agreement between the employer and

employee, and is subject to change by the employer, as the needs of the employer and

requirements of the job change.

Town Manager Department

Administrative Assistant

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Job Type: Full-time

Pay: $45,500.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to commute/relocate:

• Painted Post, NY 14870: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Powerpoint (Preferred)
• Microsoft Excel (Preferred)

Work Location: In person

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