GENERAL SUMMARY
Provides administrative support for the Board of Selectmen.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Performs all administrative duties for the Select Board including preparing meeting agendas and Board members meeting packets and attending Board meetings. Serves as the recording secretary for all Select Board meetings.
- Provides administrative support for the Town Assessor and Health Officer.
- Assists other Boards and Department Heads, as needed.
- Maintains the Select Board Office filing systems.
- Oversee the Select Board Office correspondence, as advised by the Board.
- Organizes and records the Select Board non-public minutes.
- Manages key control for the public and staff.
- Manages the Town Calendar and the Staff and Selectmen Calendar.
- Maintains the Policy Binder and assists with drafting or editing Town policies, as needed.
- Compiles content and oversees the production of the annual Town Report.
- Office contact for updates of regulatory reports, i.e. CIP, Hazard Mitigation Plan.
- Acts as the administrator of the Town Website and Facebook page.
- Responsible for creating Town applications and forms, as needed.
- Manages the processing and tracking of exemptions, credits, abatements, and refunds.
- Assists the Selectmen and the Tax Collector with the Tax Deeding process.
- Creates and tracks property tax payment plans.
- Responsible for the preparation of the semi-annual Tax Warrants.
- Cross trained on all timber and excavation intents and billings.
- Manages and tracks all Board appointments.
- Maintains accurate Current Use land records and monitors for changes.
- Serves as the office representative of the Joint Loss Safety Management Committee.
- Manages the Town’s Property and Liability Insurance.
- Helps maintains the Town’s Risk Management Program.
- Creates and/or posts Requests for Proposals / Quotes.
- Coordinates building maintenance and repairs with applicable contractors, as advised by the Board.
- Maintains and orders office supplies for the Town Office and other departments, as needed.
- Negotiates office contracts with applicable businesses or contractors for such items as copiers/printers, office cleaning, office supplies, as advised by the Board.
- Serves as legal contact as directed by the Board.
- Services as backup to the Finance Administrator, as needed.
- Office liaison to technical support and providing basic tech support for email and website needs.
As back-up for the Part Time Office Assistant
- Answers the phone and provides information or directs call to proper person, provides messages if person is unavailable.
- Greets and works with people at counter with tax maps, property cards, permit applications and other forms, and provides other general information.
- Accepts applications and payments for fees; remits payments to the Finance Administrator along with a log of those payments, and applications to proper department.
- Maintains the supply of various applications/forms used in Town activities.
- Opening / closing duties.
- Retrieves mail and takes mail to the Post Office at end of day.
OTHER DUTIES AND RESPONSIBILITIES
- Performs other related duties as requested.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience
High school diploma or equivalent with documented training in computer, secretarial and clerical skills. At least five years of experience in an office environment is required and experience in a municipal office environment is preferred.
Knowledge, Skills and Abilities
- Strong organizational and general office skills, with attention to detail.
- Ability to work independently but in coordination with other personnel.
- Knowledge of office computer systems, Avitar, Microsoft Office, Google Workspace, and information systems applications. Managing remote meetings, a plus.
- Strong communication skills, both written and verbal.
- Strong customer service skills for interaction with the public.
SUPERVISION EXERCISED
Supervises the Office Assistant.
LICENSING AND CERTIFICATION
None.
TOOLS AND EQUIPMENT USED
Computers, calculator, copier machine, phone and other general office equipment.
PHYSICAL DEMANDS
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.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk, see and hear. The employee must occasionally lift/move up to 25 pounds, bend, stoop or crouch.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Work is primarily performed in office settings. Some mental stress may be incurred due to public service and the scope of the position.
To Apply please Email resume to selectboard.admin@epsomnh.gov or apply in person at 1598 Dover Road Epsom, NH 03234