ADMINISTRATIVE SUPPORT I - Town Clerk

Town of Fairfield; Fairfield (CT); On-site; USD 42,000 - 52,000; Full time

Job summary

The Town of Fairfield is seeking a detail-oriented Clerk/Administrative Assistant to support the Town Clerk’s office. You will handle forms, records, agenda preparation, minutes, and routine inquiries while maintaining confidentiality.

Responsibilities include filing, data entry into HRIS/financial systems, customer service, and basic bookkeeping tasks. The role offers a 35-hour work week, Monday through Friday, in a town government setting.

Qualifications

• High School graduate or equivalent.
• 1-3 years’ experience working in Town Clerk's office or similar.
• Good knowledge of office terminology, procedures and equipment.

Responsibilities

• Types a variety of forms, cards, labels, envelopes and routine memos; proofs materials.
• Prepares agendas and transcribes meeting minutes; may attend meetings as clerk.
• Maintains records and files; searches files for information.
• Compiles information from standard sources and prepares reports.
• Answers phone; relays calls and directs visitors; handles routine information requests.

Skills

Communication skills

Confidentiality

Typing speed & accuracy

Attention to detail

Education

High School graduate or equivalent

Tools

Word processing software

Spreadsheets

Database management programs

HRIS/Financial systems

Job description

• Types a variety of forms, cards, labels, envelopes, routine memos, requisitions, accounting and financial statements, etc. and proofreads materials.
• Prepares agendas, takes and transcribes meeting minutes. May attend meetings, depending on assignment, as clerk to various boards and commissions.
• Sets up and maintains records and files according to established procedures and searches files for information.
• Compiles information from standard sources and prepares reports.
• Answers phone, relays calls and takes messages. Receives and directs visitors. Handles routine requests for information or assistance over the telephone or in person (counter, reception or information desk).
• Obtains information, assists with applications, and prepares and processes permits or licenses after assuring that all requirements are met.
• Copies and collates materials.
• Prepares routine forms and correspondence.
• Receives sorts and distributes mail.
• Performs a variety of basic and repetitive processing tasks, e.g. sorts, numbers, codes and files materials, reviews materials for accuracy and completeness, makes changes per instructions or as authorized, verifies information through cross-referencing of existing computer and/or manual files or inquiries by phone or form letter to senders or other departments.
• Assists in or maintains inventory and orders supplies.
• In a library, registers borrowers and charges, discharges books; maintains circulation and attendance records; prepares and mails overdue notices.
• Operates various office machines, including but not limited to calculators, copiers, faxes and personal computers.
• Enters and retrieves data from automated financial, department specific and HRIS systems. Prepares department payroll.
• High-Level Multi-tasking and working with many interruptions
• Maintain confidentiality of records in office
• Performs related duties as required.

Additional Duties:

Operates various office machines, including but not limited to calculators, copiers, faxes and personal computers. Enters information and retrieves data from MUNIS financial and/or HR systems. Performs related duties as required.

DESIRED QUALIFICATIONS

• High School graduate or equivalent
• 1-3 years’ experience working in Town Clerk's office or similar

Good knowledge of office terminology, procedures and equipment; good knowledge of business arithmetic and English.
Some knowledge of elementary bookkeeping.
Ability to maintain complex clerical records and prepare reports from such records.
Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies.
Ability to perform basic clerical tasks such as coding, sorting, alphabetizing and numeric ordering.
Ability to follow oral and written instructions and to communicate effectively orally and in writing.
Ability to organize and file documents.
Ability to operate office equipment.
Ability to utilize various office automation software, including word processing systems, spreadsheets and database management programs, department specific software and automated HRIS or financial systems;
Ability to type from clear copy or rough draft, using a word processor, with speed and accuracy; ability to deal effectively with others, including the general public and co-workers.
Ability to provide exceptional customer service.
Ability to maintain a high level of professionalism and confidentiality.

Note: The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility.
May be subject to skills testing.

SCHEDULE

• Mon - Fri (8:30 am - 4:30 pm)
• 35 hours/week (5-day schedule)

AFFILIATION

• Member of THEA Collective Bargaining Unit (UPSEU Unit #222)

THE TOWN OF FAIRFIELD IS AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Town of Fairfield to ensure equal employment opportunity for all employees and to prohibit unlawful discrimination because of race, color, religion, creed, age, marital status, national origin, gender, gender identity or expression, sexual orientation or physical and mental disability.