Administrative Assistant

The Administrative Assistant provides a wide range of administrative support to the Select Board and Town Administrator, in documenting and carrying out all duties associated with the office. This position operates under the direct supervision of the Town Administrator and is responsible for maintaining and enhancing the efficiency and effectiveness of all areas under his/her direction and control. Also required to perform all similar or related duties as directed by the Supervisor.

KEY RESPONSIBILITIES

• Responds to general inquiries and provides information by telephone, in writing, or in person to Town officials, employees, residents, business representatives, and other parties concerning general inquiries or office related matters; refers individuals to appropriate departments or resources as needed.
• Prepares and maintains a variety of records related to personnel, purchasing, insurance, licenses, official town appointments, and legal matters.
• Prepares correspondence as required; opens and distributes mail; maintains organized files and records for the Select Board’s office.
• Prepares agenda, motions, and materials for the Select Board meetings; posts meeting notices and notifies participants of scheduled appointments and topics.
• Attends Select Board meetings and records minutes; ensures follow-up actions are carried out and notifies appropriate parties.
• Facilitates legal notices and supporting documentation for public hearings, as required.
• Oversees employee medical billing (Ch. 41, §111F) for the Police and Fire Department employees.
• Processes bills for various departments and enters them into the Town’s financial accounting system (MUNIS).
• Serves as a liaison for Select Board and Town Administrator with all other town departments, boards, committees, state and federal legislators and representatives.
• Collects and submits payments received for various licenses/permits to the Town Treasurer for deposit to the appropriate accounts.
• Purchases office, custodial, and maintenance supplies for Town Hall and various other departments and buildings.
• Provides assistance to other department staff as directed.
• Performs similar or related duties as required or directed by Supervisor and/or his/her designee.

MINIMUM QUALIFICATIONS

Qualified applicants must possess an associate degree in business management/office administration or a related field, along with three to five years of related work experience; or an equivalent combination of education, training and experience which provides the required knowledge, skills, and ability to perform the essential functions of the job. Municipal experience preferred. Candidates must be proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, and various other software programs. Strong communication and customer service skills are essential, along with excellent time management, self motivational, interpersonal, and organizational skills. Must maintain a high level of confidentiality when handling sensitive information.

SUBMISSION DEADLINE

Interested candidates should submit a resume, cover letter and completed Town of Ludlow Employment Application available at https://ludlow.ma.us via email to HRJobs@ludlow.ma.us. Applications will be accepted until position is filled. No application submissions will be accepted if incomplete. Qualified applicants will be called for an interview. Once the position has been filled, all applicants will be notified. Applications are not held on file.