Office Assistant

Town of Shrewsbury, Massachusetts; Shrewsbury (MA); On-site; USD 53,000 - 57,000; Full time

Benefits offered by this job

Health insurance

Public pension

Vacation and sick leave

Professional development

Employee Assistance Program

Paid Family & Medical Leave

Job summary

The Town of Shrewsbury, Massachusetts is seeking an organized Office Assistant to join the Town Clerk’s Office. This role serves as a frontline contact for residents and handles administrative tasks, licensing and permit issuance, and vital records management in support of elections and town operations.

Hours are 37.5 per week, with varied shifts to cover elections and meetings. The position offers a competitive annual salary in the hiring range and a comprehensive benefits package as described

Qualifications

• High School Diploma with administrative training and 1+ years of responsible administrative experience.
• Excellent written and verbal communication with residents and staff.
• Strong organizational and time-management skills with attention to detail.
• Ability to work independently and prioritize competing demands.
• Fluent with standard office software and databases.
• Knowledge of municipal operations and records procedures.

Responsibilities

• Serves as a primary point of contact for residents and officials, responding to inquiries, researching public records/bylaws, certifying official documents, and managing department web content.
• Facilitates election procedures, voter registration, nomination papers, and voter rolls within the state database, while supporting Town Meetings and the annual town census.
• Processes and maintains vital records (birth, death, marriage) and issues licenses, permits, and certificates.
• Collects and reconciles municipal fees, processes payroll and accounts payable, and maintains official town records and databases.
• Receives and logs applications for planning and zoning boards, posts meeting notices, and prepares reports for state and town.
• Processes payroll for department personnel and election workers, and manages accounts payable.

Skills

Communication skills

Organizational skills

Time management

Independent work

Digital record-keeping

Education

High School Diploma

Job description

Weekly Hours: 37.5 Hours/Week

Title: Office Assistant

Location: Town Hall

Bargaining Unit: Non-Union

Supervisor: Town Clerk

Hiring Range: $52,902.81 - $57,263.70 Annually (DOQ)

Summary

The Town of Shrewsbury is looking for an organized, customer-centric Office Assistant to join the Town Clerk’s Office. This position serves as a core point of contact for the community while supporting essential municipal functions, including providing administrative support, assisting in issuing licenses and permits, maintaining vital records, supporting election processes, and providing outstanding customer service to residents and town officials.

Working alongside a dedicated team in the Town Clerk’s Office, the Office Assistant will also process voter registrations, prepare official reports, and manage the receipt and recording of fees. You will also play a key operational role in organizing Town Meetings and supporting local elections, all while ensuring compliance with state, federal, and municipal regulations. Through this multifaceted work, you will serve as a trusted partner to leadership and an essential resource for the entire Shrewsbury community.

Key Responsibilities

• Serves as a primary point of contact for residents and officials, responding to inquiries, researching public records/bylaws, certifying official documents, and managing department web content.
• Facilitates election procedures, voter registration, nomination papers, and voter rolls within the state database, while supporting Town Meetings and the annual town census.
• Processes and maintains vital records (birth, death, marriage) and issues a wide range of municipal and state licenses, permits, and certificates.
• Collects and reconciles municipal fees, processes departmental payroll and accounts payable, and maintains official town records, filings, and board/committee databases.
• Receives and logs applications for the Planning Board and Zoning Board of Appeals, posts public meeting notices, and prepares statistical reports for the state and annual town report.
• Processes payroll for department personnel and election workers, while managing departmental accounts payable.
• Performs related administrative duties and special projects as assigned.

Skills & Qualifications

• High School Diploma with administrative training and 1 or more years of responsible administrative experience, ideally in municipal government or public-facing roles, or an equivalent combination of education and experience.
• Exceptional written and verbal communication skills with a proven ability to interact tactfully, professionally, and effectively with residents, officials, and staff.
• Strong organizational, time management, and multi-tasking skills with a high degree of accuracy and attention to detail when maintaining complex records.
• Ability to work independently, follow complex instructions, and prioritize competing demands effectively.
• Fluent in modern office technology, computer applications, typing, database entry, and digital record-keeping systems.
• Working knowledge of general office procedures and municipal operations, with the ability to quickly learn laws and regulations regarding vital records and Town Clerk operations.

Work Hours & Benefits

Work is performed under typical office conditions, with regular interruptions to respond to requests for information or service; work environment is moderately quiet; the workload is subject to predicted seasonal fluctuations. Standard work hours are Monday, Wednesday, and Thursday from 8:00 AM to 4:30 PM; Tuesday from 8:00 AM to 6:30 PM; and Friday from 8:00 AM to 12:00 PM. Weekend and evening hours will be required due to elections and Town Meetings. The Office Assistant is compensated for time worked outside of normal working hours.

The Town of Shrewsbury offers a comprehensive benefits package featuring health insurance, a public pension system, generous paid time off (vacation and sick leave), professional development opportunities, and an extensive Employee Assistance Program. Additionally, Shrewsbury is one of the first municipalities in the Commonwealth to provide Paid Family & Medical Leave.