Job Description

Full job description

Connecticut Magazine recently ranked East Lyme #12 among towns between 15,000 and 20,000 residents. The rankings took into consideration such “quality of life” issues as education, crime, economy, cost of living and leisure activities. To those who live in East Lyme, or have had the opportunity to visit, East Lyme ranks even higher.

Conveniently located halfway between New York and Boston, overlooking Long Island Sound, the picturesque town of East Lyme, CT offers a wealth of activities to visitors and residents alike.

The Town of East Lyme is seeking an Administrative Assistant for its Public Works Department.

NATURE OF WORK: The Public Works Administrative Assistant is responsible for working with the Director of Public Works, the Deputy Director of Public Works, the Highway Superintendent and the Town Engineer to manage a number of Highway and Engineering administrative functions. This position requires independent judgment, initiative, maturity, observation and communication skills, and accuracy.

Supervision Received: The Public Works Administrative Assistant works under the direction of the Director of Public Works and/or the Highway Superintendent.

Supervision Exercised : This position has no supervisory responsibilities.

Essential Job Functions:

• Regularly deals with the public; by phone, email or in person in responding to public works service requests including but not limited to; issues with garbage collection, trees, potholes, streetlights and drainage issues.

• Regularly utilizes Microsoft Word, Excel, Forms, Outlook, GIS, work order management programs and the Town’s financial software system.

• Works with the Public Works Supervisors in creating purchase order requisitions, ordering supplies and services as needed and processing invoices for payment for the Engineering, Highway, Sanitation and the Building Maintenance Department.

• Receives payments from customers and processes payments through proper channels.

• Assists the Highway Superintendent with coordination of various programs such as leaf, Christmas tree and bulky waste collections.

• Provides secretarial and administrative support services for the Engineering, Highway and Building Maintenance Departments including but not limited to preparing and submitting DOT permits, preparing and sending out letters, signing up staff for training and other programs, filling out departmental reports, etc.

• Routinely assists with administrative tasks for the Highway, Engineering and Building Maintenance Departments.

******* The duties listed above are intended only as illustrative of the various types 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, or a logical assignment to the position.

QUALIFICATIONS PROFILE

Knowledge/Skills and Ability:

• Knowledge of the Town’s financial software system. Ability to generate reports, create purchase orders, and process bills.

• Knowledge and/or ability to use Microsoft Office 365 products such as Word, Excel, Forms and Outlook.

• Knowledge and/or ability to use Asset Management software used by the Department.

• Knowledge and/or ability to use GPS software used by the Department.

• Ability to multi-task and provide excellent customer service in a fast-paced environment.

• Ability to establish and maintain effective working relationships with coworkers, other departments, and the general public.

• Ability to organize work according to standard office procedures and to establish priorities within work assignments.

• Ability to accurately prepare letters, reports and records.

• Ability to exercise discretion in handling confidential information.

• Ability to plan, organize, direct, and coordinate work.

• Ability to express oneself clearly and concisely orally and in writing and to be able to read and follow oral and written instructions.

• Ability to maintain his/her composure with the public and coworkers in everyday, stressful, and emergency situations, and to deescalate contentious situations with the public when they arise.

• Regular attendance is a requirement of this position.

Experience and Training:

• Graduation from High School, Vocational School, or equivalent required.

• An associate degree in secretarial science or business-related field preferred

• A minimum of three years of experience in Municipal Administrative Assistant work preferred.

• Means of transportation required.

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 sit, talk, and listen. The employee is occasionally required to walk, use hands to finger, handle or feel objects, tools or controls and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus. The employee must be able to handle difficult people in an effective and appropriate manner. Hand-eye coordination is necessary to operate computers and other office equipment.

PAY AND BENEFITS

• Hourly wage schedule starts at $26.60 per the United Public Service Employees Union (UPSEU) Collective Bargaining Agreement based on experience and knowledge. A copy of the UPSEU contract can be found on the Human Resources page of the Town of East Lyme website.

******This job description does not constitute an employment agreement or contract between the employer and the employee and is subject to change by the employer as requirements of the job change. The order in which Essential Functions and Qualifications Profile are meant only for reference and do not necessarily represent any order of magnitude.******

To apply, visit Human Resources - Town of East Lyme (eltownhall.com), or submit an Application along with resume and cover letter to hrmanager@eltownhall.com.

As an equal opportunity employer, the Town of East Lyme does not discriminate on the basis of race, color, religious creed, age, marital status, national origin, ancestry, sex, sexual orientation, genetic information, gender identity or expression, disability (including pregnancy), status as a Veteran, or any classification protected by state or federal law.

Job Type: Full-time

Pay: From $26.60 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Secretarial: 3 years (Preferred)

License/Certification:

• Associates Degree (Preferred)

Work Location: In person

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