TOWN
OF OXFORD

Administrative Assistant-Board of Selectmen Office
Requisition Code: AABOS
Classification: Non-Exempt - Hourly  Budgeted: 37.5 hours per week
Grade/Level/Pay Range: Grade 11; Levels 2-12

Range: $21.94 - $33.10
Reports to: Town Manager

The Town of Oxford has
an opening for an Administrative Assistant in the Board of Selectmen
Office. The Administrative Assistant works under the supervision of the
Executive Assistant to the Board of Selectmen and Town Manager. This position
works cooperatively with the Assistant Town Managers and Executive Assistant to
the Board of Selectmen to assure the timely and effective operation of the
executive and administrative functions of the Town. The position provides
confidential administrative support to the office and as such requires utmost
discretion when dealing with other staff as well as the public. A complete
job description is available on the Town of Oxford website. https://www.oxfordma.us/Employment

Alcohol and controlled
substance testing and background checks are mandatory. The hours and wages for
this position are subject to negotiation based upon the skills and
qualifications of selected candidate as well as the administrative needs of the
office. Please complete an application on the Town of Oxford’s website.
Position will be open until filled.

 JOB DESCRIPTION

The Administrative Assistant
works under the supervision of the Executive Assistant to the Board of
Selectmen and Town Manager. This position works cooperatively with the
Assistant Town Managers and Executive Assistant to the Board of Selectman to
assure the timely and effective operation of the executive and administrative
functions of the Town. The position provides confidential administrative
support to the office and as such requires utmost discretion when dealing with
other staff as well as the public.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the
essential functions. Must demonstrate cooperative working relationships with
fellow employees to ensure the smooth operation of the office including public
relations, interdepartmental relations, and employee relations. Under the
direction of the Executive Assistant to the Board of Selectmen office, the
Administrative Assistant will perform or assist with all or some of the
following autonomously or with guidance:

• Licensing, permitting and annual
  licensing renewals including Alcohol, Motor Vehicles, the serving of food
  (Common Victualler Licenses for all eating establishments, Automatic
  Amusement Licenses, General Licenses for Outdoor Businesses and
  Entertainment, Sunday and Weekday Entertainment Licenses, Flammable
  Storage Licenses for all businesses in Oxford, as well as Special Permits
  for Animals, Unregistered Vehicles and Earth Removal.
• Preparing and publishing the Annual
  Town Report.
• Issuing Appointments as directed
  and according to the Town Charter.
• Accurate completion and timely
  submission of all required or requested reports with State and government
  agencies.
• Manage legal notification and records
  of conditions for Nuisance and Dangerous Dog Complaint Hearings.
• Assist in reviewing minutes for
  accuracy, particularly related to votes outcomes.
• Right of First Refusal
  transactions in accordance with Chapter 61A of the MA General Laws
• Pole Petition Hearings pursuant
  to M.G.L. Chapter 166 and petitioned by National Grid and Massachusetts
  Electric Company
• Coordination of all Public Street
  Layout and Acceptance meeting materials.
• Assist residents in resolving or providing resources for solutions
  to problems or complaints.
• All other duties as required.

 Duties

The Administrative
Assistant shall:

• Perform administrative duties
  associated with the operations of the Selectmen Office and composes,
  prepares, and sends routine correspondence.
• Interact frequently with the
  public in person, by telephone, and make referrals about inquiries, questions,
  or complaints to the appropriate Departments.
• Organize and assemble information
  related to agenda items for presentation to the Board of Selectmen and act
  upon the requests and directives resulting from Selectmen meetings, as
  directed.
• Receive, review for accuracy and
  completeness, and initiate the processing of all license and permit
  applications to be considered by the Office of the Board of Selectmen.
• Assist Executive Assistant
  coordinate documents and format materials to produce the Annual Town
  Report
• Perform necessary research and
  clerical work associated with the Board of Selectmen issuance of
  citations, proclamations, and certificates of recognition.
• Issue appointment papers for
  certain Town Boards and Committees and maintain records of appointments
  made by the Board of Selectmen, as directed.
• Help coordinate the preparations
  for Town Meetings with the Executive Assistant, e.g.,                                                           
              receive requests for warrant articles
  and print out informational materials to be used at meetings.
• Pay bills associated with the
  office operations as directed.
• Assist Executive Assistant in
  scheduling meetings and work to distribute information in timely manner,
  particularly formal actions by the Board of Selectmen.

Required Knowledge,
Ability and Skills

The Administrative
Assistant shall have:

• Thorough knowledge of general
  executive office procedures.
• Familiarity with various computer
  operating systems and software.
• Considerable knowledge of modern
  office management principles and practices.
• Understanding of Town Departments
  with a comprehension of how they interact.
• Ability to communicate
  effectively, orally (in person and by telephone) and in writing.
• Ability to analyze and interpret
  various forms of communication and compose appropriate written summaries
  and/or responses.
• Ability to establish and maintain
  effective working relationships with employees, Department officials, and
  advisory boards.
• Ability to maintain a level head
  during times of extreme activity; and
• Good interpersonal and
  communicative skills.

Work Environment

Work is performed under
busy office conditions with regular interruptions. The workload is
subject to both predicted and unplanned fluctuations. Employees may have access to confidential
information which cannot be given out to unauthorized people. Operation of
standard office equipment.

Physical Demands

Minimal physical effort
is required to perform duties under typical office conditions. Must be able to
lift 30 pounds of weight. Required to frequently stand, walk, sit, speak, hear,
and use hands to operate equipment. Vision requirements include ability to read routine documents and
view a computer monitor.

Position Type and
Expected Hours of Work

The hours and wages for
this position are subject to negotiation based upon the skills and
qualifications of selected candidate as well as the administrative needs of the
office.

Travel

Minimal
travel is required for this position.

Required Education and
Experience

• Undergraduate degree and
  excellent formal business writing skills.
• Minimum of two years of college
  preparation or secretarial training, majoring in business OR equivalent
  life experience.
• Familiarity with Massachusetts
  General Laws and municipal operations and procedures.
• Three years of administrative
  office experience, preferably in a municipal environment.
• Experience working with the
  public and performing duties in an office that frequently addresses
  confidential matters.

Work Authorization

Provide appropriate documentation to verify your
authorization to work in the United States.

AAP/EEO Statement

The Town is committed to
providing equal employment opportunities. The Town will not discriminate
against employees or applicants for employment on any legally protected class
status, including, but not limited to race, color, religion, sex, sexual orientation
as defined by
law, national origin, member of uniformed military services, physical or mental disability, age as
defined by law, or genetic information.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of
activities, duties or responsibilities that are required of the employee for
this job. Duties, responsibilities, and activities may change at any time with
or without notice.