Administrative Assistant (Public Works, Engineering and Assessing)

Town of Yarmouth, Maine • Yarmouth, Maine, United States • $54.75k - $81.42k / year • 3d ago

Town of Yarmouth

Job Description

Position Title: Administrative Assistant (Public Works, Engineering and Assessing)

FLSA Status: Full-Time/Non-Exempt Position

Hours of Work: 40 hours per week. Monday through Thursday (8:00 a.m. to 5:00 p.m.) and

Fridays (8:00 a.m. to 12:00 p.m.) Infrequent overtime may be approved as
needed by the Supervisor.

Reports to: Public Works Director, Town Engineer and Town Assessor

JOB GOAL: Performs a variety of routine and complex clerical, office and administrative work.
Maintains official records and provides administrative support to the Director of Public Works, the Town
Engineer and the Town Assessor. Works as a team member and provides mutual/daily administrative
and office support for the Planning & Development Department (Planning, Codes Enforcement and
Economic Development).

ESSENTIAL FUNCTIONS:

Receives and responds to all phone calls and walk-ins as primary reception for Town Assessor,

Town Engineer and Director of Public Works, and as secondary/back-up for all other Town Hall
based services. Responds to inquiries and/or takes and relays messages.

Receives and posts all property address changes to the Town of Yarmouth assessing records, and

processes new address assignments.

Supports department correspondence needs with computer work and/or record keeping as

assigned.

Receives, time stamps and distributes incoming mail, processes outgoing mail.

Answers inquiries from citizens, Appraisers, Real Estate brokers, developers, etc., assists with data

retrieval and/or files for public inspection. Ensures files and records are returned, organized and
accurately/properly filed.

Assists with handling applications for Veteran’s exemptions, Homestead Applications, etc.

Handles a variety of permits, such as sewer connection, street opening, road postings, blue

directional signs, waste hauler, and Transfer Station gate permits.

Processes tax appeal applications, and records proceedings for Tax Appeal Board.

Inputs data into standard office and department forms; compiles data for various reports.

Acts as primary steward of Department’s documents and records; assists with public access and

review. Coordinates public posting of documents, reports or notices with Communications
Manager.

Maintains departmental files.

Provides assistance, support and daily back-up to the Planning and Development Department.

Performs other work duties as assigned or required.

Revised: April, 202

Town of Yarmouth

Job Description

PERIPHERAL DUTIES:

Prepare and file property damage claims with Town insurer.

Schedule annual training/audiograms and maintain staff training records.

Track safety incident reports and Safety Bonus eligibility.

Track eligibility for Wellness incentive stipends.

Process annual clothing order for Public Works Department employees.

Provide administrative support to Public Works Department and Transfer Station Superintendents.

SCHEDULE/WORK HOURS:

Consistent attendance and punctuality are essential requirements for this position.

The Administrative Assistant (Public Works, Engineering and Assessing) is designated as a full-time
position of 40 hours per week. The employee in this position is expected to work the hours as noted in
this job description with one 15-minute break and one 30-minute paid lunch (which may be combined
into a 45-minute lunch break). .

Exceptions to this schedule as well as vacation and compensatory time off requests must be approved
by the Public Works Director or Town Engineer.

In accordance with the Fair Labor Standards Act (FLSA), this position is classified as non-exempt,
meaning that pay is based on hours worked. Hours worked over 40 hours a week will be compensated
at 1.5 times the employee’s regular pay, or compensatory time off. All overtime must be approved in
advance by the Public Works Director or Town Engineer.

DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:

(A) Graduation from high school or GED equivalent. Specialized course work in general office
practices helpful. Associates degree or higher preferred.

(B) Two (2) years of relevant and increasingly responsible related experience, or any equivalent
combination of related education and experience required.

Necessary Knowledge, Skills and Abilities:

(A) Proficiency in Microsoft Office Suite (including Word, Excel, PowerPoint, Outlook and Teams.
Familiarity or experience with Department-specific programs (I.E. Adobe and Vision Assessing
software), helpful. Strong knowledge of modern office practices and procedures.
(B) Skill in operation of listed tools and equipment.
(C) Ability to work effectively in meeting and working with the public. Excellent verbal and written
communication skills. Skilled in business correspondence. Ability to handle stressful situations.

(D) Ability to work with spreadsheets.
(E) Exceptional organizational, time management and prioritization skills.
(F) Demonstrated problem solving & troubleshooting skills.
(G) Excellent customer service skills.
(H) Demonstrated ability to work independently and/or as part of a team.

Revised: April, 202

Town of Yarmouth

Job Description

SUPERVISION RECEIVED: Works under the supervision of the Public Works Director, the Town
Engineer and the Town Assessor.

SUPERVISION EXERCISED: None.

TOOLS AND EQUIPMENT USED: Personal computer, 10-key calculator, telephone, postage meter,
scanner/printer/copy machine, fax machine and other items as found in a traditional office setting.

PHYSICAL DEMANDS: The physical demands as follows are representative of those that must be met
by an employee to successfully perform the essential functions of the position. Reasonable
accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this position, the employee will have frequency of movement
and shift between a sit/stand position as needed. This position will interact with others (speaking and
listening) on a daily basis. The employee will greet customers and may move from a seated to a
standing position as interactions deem. The employee may move to another Town department for
coverage purposes when needed. There will be recurrent use of hands and fingers in order to type
(computer keyboard), to operate a calculator or other office machines, to dial (telephone), to handle,
touch or to move objects, office items/tools and to reach with hands and arms.

The employee must occasionally lift, push, pull or move up to 25 pounds. Specific vision abilities
required in this position include distance vision (to view walk-in customers), close vision and the ability
to adjust focus when transitioning from colleague/customer to computer monitor. Stooping or kneeling
are rare. The employee will bend in order to access files.

WORK ENVIRONMENT: The work environment as follows is representative of that which an employee
will encounter when performing the essential functions of the position. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.

Traditional office setting/environment. The noise level in the work environment fluctuates from quiet to
moderately noisy. Adjustments in noise volume can increase quickly and become quite noisy with
presence of multiple customers.

The duties listed above are intended only as illustrations 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, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and
employee and is subject to change by the employer as the needs of the employer and requirements of
the job change.

The Town of Yarmouth is an Equal Opportunity Employer (EOE).

Revised: April, 202

Town of Yarmouth

Job Description

I have reviewed and understand the Administrative Assistant job description. I understand that the
Supervising Departments, the Town Manager or the Human Resources Director of the Town of
Yarmouth retain the right to change the job description as deemed necessary. I will follow and adhere
to my job description to the best of my ability.