Clerical Assistant to Town Committees and Boards

Town of Duxbury; Duxbury (MA); On-site; USD 28,000 - 33,000; Part time

Job summary

Town of Duxbury seeks a part-time Clerical Assistant to support Town Committees and Boards. The role involves attending meetings, recording minutes, and assisting in-person/remote participants via videotelephony platforms.

Principals include open meeting compliance, strong administrative skills, and excellent communication. Evening meetings are common, with 3–5 hours weekly on weekdays as needed.

Qualifications

• High School diploma or equivalent.
• 1–3 years of professional office experience.
• Excellent judgment and confidentiality.
• Interpersonal and customer service skills.
• Ability to interact with committee members and the public.

Responsibilities

• Attend open and executive sessions, webinars and hearings, manage videotelephony and online collaboration.
• Provide administrative support to boards and committees as needed.
• Ensure votes and records are accurate per Open Meeting Law.
• Record minutes and follow up on actions from meetings.

Skills

Open Meeting Law

Customer service

Typing

Records management

Education

High School diploma or equivalent

1–3 years related office experience

Job description

JOB TITLE: Clerical Assistantto Town Committees and Boards

POSITIONGRADE/LEVEL: Personnel Policies, Compensation ScheduleA

FLSA STATUS: Non-exempt,part-time, non-benefit eligible

RATE RANGE: Hiring Range $20.00- $24.00 per hour.

DEPARTMENT/LOCATION: Town Manager and Selectboard/TownHall Mural Room

WORK SCHEDULE: As needed 3-5 hoursper week, primarily Monday evenings, typically beginning at 6:15PM or 7:00 PM. Additional hours on other weekday evenings maybe available.

Nature of Work

Theemployee is responsible for providing administrative assistance to publicboards and committees as needed in accordance with open meeting law. Attendsand records public meetings, webinars and hearings on-site while assisting in-person/remote participants and running the videotelephony online collaboration platform, takes and produces meeting minutes. Ensures publicmeetings, webinars, hearings, minutes, votes and follow-up items are correctand recorded by the videotelephony platform and related system(s), (e.g. ZoomWebinar, MS Teams, etc.). Performs all similar or related duties as required.

Supervision Received

Employeeworks under the general direction of the Town Manager and Executive Assistantto the Town Manager. Employee plans and carries out the regular work inaccordance with standard practices and previous training, with responsibilityfor determining the sequence and timing of action with independence in planningand organizing the work activities, including both determining and followingestablished protocol. The employee is expected to solve through experiencedjudgment most problems of detail or unusual situations by adapting methods orinterpreting instructions to resolve the particular problem. Instructions fornew assignments or special projects usually consist of statements of desiredobjectives, deadlines and priorities. Technical and policy problems or changesin procedures are discussed with supervisor, but ordinarily the employee plansthe work, lays it out and carries it through to completion independently. Workis generally reviewed for technical adequacy, appropriateness of actions ordecisions, and conformance with policy or other requirements; the methods usedin arriving at the end result are not usually reviewed in detail.

Supervisory Responsibility

None

Confidentiality

Confidentiality must be maintainedwith regard to this information in accordance with Departmental policy,federal, state and local laws and Public Records Act.

Accountability

Consequences of errors, missed deadlines or poor judgment could severelyjeopardize department operations, or result in a delay of service, confusion,monetary loss, or have extensive financial and/or legal repercussions andadverse public relations for the Town of Duxbury.

Judgement

Numerousstandardized practices, procedures, or general instructions govern the work and,in some cases, may require additional interpretation. Judgment is needed to locate, select, andapply the most pertinent practice, procedure, regulation or guideline.Guidelines may be in the form of administrative or organizational policies,general principles, legislation or directives that pertain to specificdepartment or functional areas. Extensive judgment is required to develop newor adapt existing methods and approaches for accomplishing objectives or todeal with new or unusual requirements within the limits of the guideline orpolicies. The employee is recognized as the department or functional area’sauthority in interpreting the guidelines, in determining how they should beapplied, and in making recommendations for operating policies, standards orcriteria.

Complexity

Workconsists of employing many different concepts, theories, principles, techniquesand practices. Assignments typicallyconcern such matters as studying regulatory changes trends in the field, forapplication to the work; assessing services and recommending improvements;planning long range projects; devising new techniques for application to thework, recommending procedures, standards or criteria.

Nature and purpose of Public Contact

Employee interacts with co-workers,department heads, Town officials, Town Counsel, Boards and Committees, thepublic, other groups and/or individuals such as civic leaders, peers from otherorganizations, representatives of professional organizations as well asfederal, state and municipal governmental agencies and news media on behalf ofthe department to communicate departmental practices, procedures, regulationsor guidelines. Contact is by telephone, in person and via writtencorrespondence. Excellent communication,interpersonal and customer service skills are required involving courtesy,tact, and diplomacy in resolving complaints or concerns of the public and/oremployees.

Essential Functions

• Attends open and executive session meetings, webinars and hearings to assist with in-person/remote participants,manage the videotelephony, and online collaboration platform system(s).
• Provides administrative assistance to boards and committees consistentwith Open Meeting Law, as needed.
• Works to ensure that all votes taken at public meetings,webinars and hearings are correct and complete in accordance with Open MeetingLaw.
• Works to ensure meetings, webinars,hearings, minutes and follow-up items are recorded by the videotelephonyplatform and related system(s).
• Takes and produces minutes of meetings and provides follow up for meetings.
• Performs all similar or related duties as required.

Recommended Minimum Qualifications

Education andExperience: High School diploma or equivalent; One to three (1-3) years related work experience ina professional office setting; This position requires excellent judgment,confidentiality, internal and external customer service skills, attention todetail, and interactions with in-person and remote meeting participants or anyequivalent combination of education, training and experience which provides therequired knowledge, skills and abilities to perform the essential functions ofthe job.

Knowledge: Common policies,practices and procedures of the department and office operations; Knowledge ofoffice software (word, excel, spread sheet applications, budget software),website and the internet in support of department operations.

Abilities: Ability to workindependently and to interact effectively with committee members, members ofthe public and other departmental personnel; ability to perform multiple tasksand maintain confidential information. Ability to manage multiple tasks in adetailed and organized manner.

Skills: Proficient skill inthe operation of a personal computers, office software including word,presentation, spreadsheet and database management applications; proficientorganizational, recordkeeping, typing and customer service skills.

Complexity: Work consists ofroutine or repetitive tasks and/or operations with few variations inestablished operating procedures.

Special Requirements

Experiencewith Open Meeting Law requirements and support of public boards or committeespreferred. Open Meeting Law training is required or can be completed uponhire.

Work Environment

Thework environment involves everyday discomforts typical of office settings withfrequent interruptions. Noise orphysical surroundings may be distracting, but conditions are generally notunpleasant. Employee is required to attend evening meetings to accomplish workassignments.

Occupational Risk

Duties of the job present little potentialfor injury. Risk exposure is similar tothat found in typical office settings.Duties do not generally present occupational risk.

Physical Requirements

The physical demands described here are representative of those that must bemet by an employee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilitiesto perform the position’s essential functions.

Physical Demands

Little tono physical demands are required to perform the work. Work effort principallyinvolves sitting and walking to perform work tasks. The employee isoccasionally required to lift objects such as books and office equipment.

Motor Skills

Duties arelargely mental rather than physical, but the job may occasionally require theapplication of basic motor skills for activities such as moving objects,operating a telephones system, computer and/or other office equipment, typing,filing and keeping records organized.

Visual/Auditory Skills

Theemployee is required to constantly read documents, personal computer screensand written reports for general understanding and routinely for analyticalpurposes. The employee must have the auditory ability to listen and comprehend.The employee is not regularly required to determine color differences.

(This job description does not constitute an employmentagreement between the employer and employee and is subject to change by theemployer as the needs of the employer and requirements of the job change.)