Supervise clerical and administrative activities performed by department office staff.
Works under the general direction of the Director of Community Development.
Supervises four (4) full-time-equivalent employees in such position titles as Department
Assistant. Supervisory activities include providing performance feedback, conducting formal
performance reviews, hiring and orientation of new employees, providing training and
development, assigning and reviewing work, scheduling work hours and granting time off to
ensure adequate daily office coverage, and disciplining employees. Also supervises volunteers,
tracking hours worked and assigning projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manage and coordinate work assignments of office personnel, prioritize work flow, and monitor
office procedures and deadlines.
Provide guidance to support personnel on more complex issues and procedures, or perform
Handle correspondence, screen mail and phone calls, make appointments, keep tickler file and
maintain calendar, submit department work orders, and order department supplies.
Draft and type documents using word processing, spreadsheet, database or other computer
applications, such as ViewPermit.
Oversee or perform directly: accounts payable, payroll, and maintenance of time records.
Provide administrative computer support by creating (or supervising others who create or
maintain existing) computer databases/spreadsheet/files.
Reconcile monthly revenue/expenditure reports; indicate appropriate adjustments as necessary.
Perform various functions in the processing and administration of contracted department
services, including preparation of contract documents, letter of award and purchase order for
signatures and execution; maintain contract records and follow up for contract compliance.
Responsible for production and accuracy of budget documents; assist in gathering of budget
information, compile and review data, track budget changes, and prepare presentation materials.
Maintain current knowledge of divisional operations and projects and provides information and
assistance to other departments and the public. Acts as division clerk as needed.
Oversee periodic reporting to regulatory agencies.
Experience and Training Guidelines
Associate’s degree, secretarial/vocational training, and three to five (3-5) years of increasingly
responsible secretarial experience; or any equivalent combination of education and experience.
Operation, services, and activities of the Town, such as open meeting law requirements.
Business letter writing and basic report preparation techniques.
Modern office procedures, methods and computer equipment.
Basic purchasing processes.
Principles and procedures of record keeping, supervision, performance evaluation, and
Customer service techniques.
English usage, spelling, grammar and punctuation.
Perform difficult administrative support services.
Demonstrate good judgment and personal initiative.
Understand the organization and operation of the Town and of outside agencies as necessary to
assume assigned responsibilities; interpret, explain and enforce department policies and
Perform basic financial and personnel activities.
Coordinate multiple tasks and projects.
Provide guidance to subordinate staff.
Independently prepare correspondence and memoranda.
Take and transcribe dictation at a speed necessary for successful job performance.
Type at a speed necessary for successful performance.
Work independently in the absence of supervision.
Maintain confidential records and reports.
Operate and use modern office equipment including a computer.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of
Maintain physical condition which permits:
- sitting for extended periods of time
- operating office equipment including computer, copier and telephone
- typing for extended periods of time
Maintain effective audio-visual discrimination and perception needed for:
- making observations
- communicating with others
- reading and writing
- operating assigned equipment
- answering questions
- speaking in a clear and audible voice
- effectively working with numbers
Maintain mental capacity which permits:
- making sound decisions
- communicating clearly
- responding to questions
Effectively handle a work environment and conditions which involve:
- working closely with others
- working with the public
TOOLS AND EQUIPMENT USED
Personal computer (including word processing, spreadsheet and database software) and general
office equipment (e.g., telephone, copier, facsimile, printer); calculator.
The physical demands listed are representative of those that must be met by the employee to
successfully perform the essential functions of this job. Reasonable accommodation may be
made to enable individuals with disabilities to perform the essential functions of the job.
In performing the duties of this job, the employee is frequently required to talk, hear, sit, stand,
walk, bend or stoop, reach, push or pull, and apply significant manual dexterity and hand eye
coordination. The employee routinely lifts and carries up to ten (10) pounds. Specific vision
abilities required by this job include close vision, distance vision, peripheral vision, depth
perception, and the ability to adjust focus.
The above statements are intended to describe the general nature and level of work being
performed by people assigned to do this job. The above is not intended to be an exhaustive list
of all responsibilities and duties required. 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
*External and internal applicants, as well as position incumbents who become disabled as
defined under the Americans With Disabilities Act, must be able to perform the essential
job functions (as listed) either unaided or with the assistance of a reasonable
accommodation to be determined by management on a case by case basis.
All applicants are required to complete a Town application form, available from the Internet at
, emailing firstname.lastname@example.org, calling (781) 862-0500 x276 or by
visiting the Human Resources Department.
Cover letter required. Resumes may be attached to
the application form as additional information, but cannot serve as a substitute for completing the
required application form.
CORI screening required.
Application and cover letter must be received in the Town’s Human Resource Department
by Friday, March 8, 2013.
The Town reserves the right to modify the application deadline, and/or accept applications after
the deadline, to best serve the interest of the community.
After the deadline all applications will be reviewed and the most highly qualified candidates will
be invited to one or more interviews. All applicants will be notified of their standing in the
process as soon as a decision has been made regarding their individual application.
Individuals who need accommodations in order to participate in this process should contact the
Human Resources Department.
Questions regarding this hiring process should be addressed to the:
Human Resources Department
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
(781) 862-0500 x276