Administrative Assistant to the Select Board

The Town of Epsom is seeking applicants for the position of Administrative Assistant to the Select Board.

POSITION Full-time with benefits and paid time-off and potential for flexible scheduling options in the future.

ESSENTIAL DUTIES AND RESPONSIBILITIES

·         Performs all administrative duties for the Select Board including preparing meeting agendas and Board members meeting packets and attending Board               meetings and acts as the recording secretary for all Select Board meetings.

·         Provides administrative support for the Zoning Compliance Officer, Town Assessor, Health Officer, Zoning Board of Adjustment, and Planning Board.

·         Assists other Boards and Department Heads, as needed.

·         Maintains the Select Board Office filing systems.

·         Oversees the Select Board Office correspondence, as advised by the Board.

·         Organizes and records the Select Board non-public minutes.

·         Manages key control for the public and staff.

·         Manages the Town Calendar and the Staff and Selectmen Calendar.

·         Maintains the Policy Binder and assists with drafting or editing Town policies, as needed.

·         In charge of compiling and overseeing the production of the annual Town Report.

·         Office contact for updates of regulatory reports, ie.CIP, Hazard Mitigation Plan.

·         Acts as the administrator of the Town Website and Facebook page.

·         Responsible for creating Town applications and forms, as needed.

·         Oversees the accuracy of the Tax Maps (paper and digital) by working with the mapping provider to review for errors and to provide changes and                             updates.

·         Responsible for eRecording Land Use Board Notices of Decisions and Current Use Applications with the Merrimack County Registry of Deeds.

·         Manages the processing and tracking of exemptions, credits, abatements, and refunds.

·         Assists the Selectmen and the Tax Collector with the Tax Deeding process.

·         Creates and tracks property tax payment plans.

·         Responsible for the preparation of the semi-annual Tax Warrants.

·         Oversees all timber and excavation intents and billings.

·         Manages and tracks all Board appointments.

·         Maintains accurate Current Use land records and monitors for changes.

·         Serves as the office representative to the Joint Loss Safety Management Committee.

·         Manages the Town’s Property and Liability Insurance.

·         Maintains the Town’s Risk Management Program.

·         Creates and/or posts Requests for Proposals / Quotes.

·         Coordinates building maintenance and repairs with applicable contractors, as advised by the Board.

·         Maintains and orders office supplies for the Town Office and other departments, as needed.

·         Negotiates office contracts with applicable businesses or contractors for such items as copiers/printers, office cleaning, office supplies, as advised by                    the  Board.

·         Serves as legal contact as direct by the Board.

·         Services as backup to the Select Board Recording Secretary and the Finance Administrator, as needed.

As back-up for the Part Time Office Assistant

·         Answers the phone and provides information or directs call to proper person, provides messages if person is unavailable.

·         Greets and works with people at counter with tax maps, property cards, permit applications and other forms, and provides other general information.

·         Accepts applications and payments for fees; remits payments to the Finance Administrator along with a log of those payments, and applications to                         proper department.

·         Maintains the supply of various applications/forms used in Town activities.

·         Opening / closing duties.

·         Retrieves mail and takes mail to the Post Office at end of day.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience

High school diploma or equivalent with documented training in computer, secretarial and clerical skills.  At least five years of experience in an office environment is required and experience in a municipal office environment is preferred.

Knowledge, Skills and Abilities

• Strong organizational and general office skills, with attention to detail.
• Ability to work independently but in coordination with other personnel.
• Knowledge of office computer systems, Avitar, Microsoft Office, Google Workspace, and information systems applications.
• Strong communication skills, both written and verbal.
• Strong customer service skills for interaction with the public.

SUPERVISION EXERCISED

Supervises the Office Assistant

Salary commensurate with experience

Interested applicants should visit https://www.epsomnh.org/administration/pages/job-postings

Position open until filled.