Administrative Assistant II
Department: Select Board Office / Town Administration
Position Type: Part-Time
Schedule: Part-time, as needed. The anticipated average schedule is Monday, Tuesday, and Wednesday from 1:00 PM to 4:00 PM and Thursday from 8:00 AM to 12:00 PM. Hours may fluctuate and are subject to change based on the Town's operational needs. Additional hours may be required periodically, while fewer hours may be scheduled during slower periods.
Reports To: Select Board, Town Administrator, or Designee
Position Summary
The Administrative Assistant II performs a wide variety of administrative, clerical, customer service, records management, and municipal support functions for the Town of Lyndeborough. This position provides assistance to the Select Board Office, Land Use Department, and other municipal departments as needed. Responsibilities require strong organizational skills, attention to detail, sound judgment, discretion, and the ability to work independently while supporting multiple projects and priorities.
The Administrative Assistant II serves as a primary point of contact for residents, property owners, contractors, board members, and other stakeholders seeking information and assistance from Town Hall. The position plays a key role in maintaining municipal records, supporting board and committee activities, assisting with annual and ongoing administrative functions, and ensuring efficient office operations.
Essential Duties and Responsibilities
The following duties are representative and are not intended to be all-inclusive:
Administrative and Office Support
- Provide general administrative support to the Select Board Office and other municipal departments.
- Answer telephones, respond to inquiries, take messages, and direct callers appropriately.
- Greet residents, visitors, contractors, and other members of the public and assist them in obtaining information or municipal services.
- Prepare, organize, maintain, scan, file, and archive municipal records and documents.
- Assist with records retention, organization of historical files, and digitization projects.
- Perform data entry and maintain electronic and paper records.
Land Use and Property Records Support
- Assist the Land Use Coordinator with processing building permit applications and related documentation.
- Assist with preparation of meetings and general support for Planning Board, Zoning Board of Adjustment, Heritage Commission, Conservation Commission, and other land use boards
- Review, organize, and maintain property files and land use records.
- Assist with requests for information regarding property records and municipal files.
- Assist with updating property files, permit records, maps, and related databases.
Select Board and Municipal Operations Support
- Provide administrative support for municipal projects, reports, and initiatives.
- Assist in organizing, reviewing, indexing, and auditing current and historical policies, ordinances, resolutions, reports, meeting minutes, and related municipal records.
- Support preparation of the Annual Town Report and other annual reporting requirements.
- Assist with budget preparation activities and collection of departmental information.
- Support records and document management efforts to improve accessibility and organization.
Knowledge, Skills, and Abilities
- Knowledge of general office practices, procedures, and equipment.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to provide professional and courteous customer service.
- Ability to manage multiple priorities and meet deadlines.
- Strong attention to detail and accuracy.
- Ability to work independently with minimal supervision.
- Ability to take initiative.
- Ability to work collaboratively with staff, boards, committees, officials, and the public.
- Ability to maintain confidentiality and exercise discretion.
- Proficiency with Microsoft Office applications, email systems, document management, and standard office equipment.
- Ability to learn municipal software, processes, and regulatory requirements.
Minimum Qualifications
- High school diploma or equivalent required.
- Associate degree or relevant coursework in business administration, public administration, office management, or a related field preferred.
- Two (2) years of progressively responsible administrative, clerical, customer service, records management, or municipal office experience preferred.
- Any equivalent combination of education, training, and experience demonstrating the ability to perform the essential functions of the position may be considered.
Physical Requirements
Work is generally performed in an office environment. Duties require sitting, standing, walking, bending, reaching, lifting files and office materials, operating standard office equipment, and using a computer for extended periods. Occasional lifting of up to 25 pounds may be required.
Compensation
The anticipated compensation for this position is $14.00 to $18.00 per hour.
Contact: Please contact Geoffrey Allen, Town Administrator by email at gallen@Lyndeboroughnh.us or telephone: 603-654-5955
Disclaimer
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The Town reserves the right to modify this job description as operational needs require.
The Town of Lyndeborough is an Equal Opportunity Employer.