Office Clerk/ Assistant

JOB TITLE

Office Clerk/ Assistant

REPORTS TO

Assistant Town Administrator

FLSA STATUS

Full-Time

WORK SCHEDULE

Monday to Friday - 40 hours per week. (Occasional evenings and weekends.)

JOB SUMMARY

The Office Clerk performs a variety of responsible clerical, administrative, and customer service functions in support of daily municipal operations. Under general supervision, the position is responsible for maintaining records, performing accurate data entry, processing invoices for payment, assisting with public inquiries, and providing administrative support to other assigned departments. The ideal candidate will possess strong organizational skills, effective communication skills, sound judgment, and the ability to work effectively in a public service environment.

DUTIES AND RESPONSIBILITIES / ESSENTIAL FUNCTIONS

• Provides courteous and professional customer service by answering telephones, greeting visitors, directing inquiries, and responding to routine requests for information.
• Performs accurate data entry and maintains paper and electronic records, databases, logs, and filing systems.
• Receives, sorts, routes, and prepares incoming and outgoing mail, correspondence, packets, and related office materials.
• Reviews, codes, and processes invoices for payment and assists with purchase orders, payment documentation, and related administrative recordkeeping.
• Operates standard office equipment, including computers, scanners, photocopiers, and other office machines.
• Prepares, types, files, and retrieves letters, forms, reports, and other documents in response to operational and public information needs.
• Maintains inventory of office supplies and assists with routine ordering, distribution, and tracking of materials.
• Provides administrative support to the Town Administrator, Assistant Town Administrator, and other assigned staff.
• Assists with court dockets, receiving payments, and related clerical activities, as assigned.

Performs any other duties assigned to support departmental and organizational operations

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of modern office practices, records management, filing systems, and customer service principles.
• Skill in accurate data entry, document preparation, and maintenance of organized paper and electronic records.
• Ability to review and process invoices, maintain payment documentation, and support routine administrative and financial procedures.
• Ability to communicate clearly and professionally, both orally and in writing, in English and Spanish.
• Ability to exercise discretion, maintain confidentiality, and handle sensitive information appropriately.
• Ability to establish and maintain effective working relationships with elected officials, staff, vendors, and the public.

QUALIFICATIONS & SKILLS REQUIRED

Education:

High School Diploma or GED required.

License:

Valid Class C Driver License and acceptable driving record.

Communication:

Must be bilingual (English/Spanish) with strong verbal and written communication skills.

Technical Knowledge:

Proficiency in Microsoft 365 and municipal data entry systems.

Experience:

Minimum of five (5) years of clerical, administrative, office support, or related experience required. Municipal or other public sector experience preferred.

Interpersonal:

Ability to work well with a variety of people, including private citizens, contractors, and Town staff.

Integrity:

Must be dependable, punctual, and pass a criminal background check.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is performed primarily in a standard office environment and requires frequent sitting, standing, walking, speaking, hearing, and use of computers and other standard office equipment. The employee may occasionally lift and move files, records, boxes, or office supplies. Ability to lift up to 15 pounds.

Experience:

Office Support:

5 years (Required)

Language:

English and Spanish (Required)

License/Certification:

Class C License (Required)

Work Location:

In person