General Statement of Duties

       Performs a variety of administrative, secretarial, and office management duties in
a department requiring a comprehensive understanding of the departmental goals and
services and its relationship to the total Town’s operations.

                         Distinguishing Features of the Class

        Employees in this class perform a wide variety of administrative, secretarial, and
office management duties. Work generally requires that employees independently handle
certain activities such as records and information processing and referral or a special
office assignment. Secretarial, clerical, and record keeping duties are considered at the
advanced journey level and require tact and discretion in handling sensitive or
confidential matters in the program areas. Work requires a broader knowledge of office
operations in order that the role may serve as backup and at a competent level in several
roles. Work requires more independence and self-initiative in activities. Precedent
setting situations are referred to higher level supervisors. Comprehensive knowledge of
the department and related Town functions are needed. Guides may include a variety of
written manuals and instructions, as well as oral instructions. Sound judgment is required
in performing the tasks. Work is performed under the supervision of a department head
and is evaluated through observation, conferences, and the quality and effectiveness of
work completed.

                              Duties and Responsibilities

Essential Duties and Tasks
       Plans and organizes the administrative work flow of the office to accomplish
needs for the staff; identifies and develops data base and other records management
       Handles public requests for services or information with limited review and based
on program and policy knowledge; operates radio to communicate with field staff; often
resolves problems or complaints without management’s assistance.
       Works closely with department head in budgeting, purchasing, and procurement
of equipment, supplies, and material for the department.
       Handles delegated technical functions for the department such as serving as local
area network administrator, writing property descriptions, answering zoning questions,
taking applications for variances, rezoning, subdivision approvals, etc.; takes and relays
complaints regarding code enforcement.
       Drafts, compiles, and produces agenda items for Town, Planning, and other
boards; prepares agendas for Planning Board and distributes; composes and types Town
Board minutes; attends Town Board and Planning Board meetings to take and prepare
minutes; coordinates preparation of rooms for meeting; prepare legal schedules and
publishes notices of public hearings to meet legal requirements.
Senior Administrative Support Specialist
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        Composes drafts of letters, memoranda, reports and other materials using past
precedents or oral instructions as guides.
        Reviews and verifies records and reports for correct information; processes
documents based on review and verification; files and retrieves materials based on
limited information and performs periodic follow-up activities.
        Screens and routes materials according to content of communications; may do
research or pull related materials from files.
        Establishes and maintains inventory or activity records and files; initiates
appropriate follow-up or further action based on the status of office activity; creates data
bases or other data management systems.
        Serves as local area network systems administrator; coordinates software and
hardware installations and trouble-shooting with vendors; provides user support and

Additional Job Duties
       Serves as back-up to other professional and technical staff as needed.
       Performs related duties as required.

                         Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities
        Thorough knowledge of office practices and procedures.
        Thorough knowledge and ability to use correct grammar, vocabulary, and
        Considerable knowledge of Town departments, their functions, and operations.
        Considerable knowledge of arithmetic and its uses in general office work.
        Considerable knowledge of automated office systems including word processing,
data base management, spreadsheet design and usage, and other related resources; may
require knowledge of systems administration.
        Ability to plan and organize administrative support activities and tasks.
        Ability to handle multiple priorities utilizing sound judgment and based on
knowledge of departmental issues and needs.
        Ability to communicate effectively in person and by telephone.
        Ability to gather and give basic information and instructions on departmental
programs based on inquiries.
        Skill in customer service problem-solving and conflict resolution.
        Ability to gather and compile materials from a variety of sources.
        Ability to operate any office machines required by the position such as word
processor, typewriter, calculator, CRT, or other equipment.
        Ability to enter data, key, or type at the speed required by the particular position.
        Ability to use judgment in organizing and establishing formats.
        Ability to arrange and place records, reports and files into a proper sequence and
develop systems for retrieval and storage of departmental records.
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        Types correspondence, memoranda, notes, reports or other materials using a word
processing or automated system; reviews work for compliance with instructions, spelling,
punctuation and basic grammar; proofreads final proof of materials.
        Ability to establish and maintain effective working relationships with the general
public, supervisor, Town officials, and employees.

Physical Requirements
       Must be able to physically perform the basic life operational support functions of
standing, walking, fingering, talking, hearing, and repetitive motions.
       Must be able to perform sedentary work exerting up to 10 pounds of force
occasionally and/or a negligible amount of force frequently or constantly to lift, carry,
push, pull or otherwise move objects.
       Must possess the visual acuity to compile and compute data and statistics, operate
a computer terminal, proof read materials, and do extensive reading.

Desirable Education and Experience
        Graduation from business school and office management experience at a journey
level; or an equivalent combination of training and experience.


Special Note: This generic class description gives an overview of the job class, its
essential job functions, and recommended job requirements. However, for each
individual position assigned to this class, there is available a complete job questionnaire
with a physical abilities checklist which can give further details about that one specific
position. Those documents should be reviewed before initiating a selection process.
They can provide additional detailed information on which to base various personnel
actions and can assist management in making legal and defensible personnel decisions.

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