Overview
Administrative Assistant – First Selectman’s Office Jobs in Litchfield, CT at Town of Litchfield
ADMINISTRATIVE ASSISTANT/CENTRAL SERVICES COORDINATOR
FIRST SELECTMAN’S OFFICE
Please see the job description and information of the position with the First Selectman’s Office. This is a 35-hour-per-week position and is governed under the agreement between the Town of Litchfield and Litchfield Municipal Employees UNION, Local #1303-329 of Council #4 LMEA, AFL-CIO.
Position Title: Administrative Assistant/Central Services Coordinator
Salary: $26.43 per hour
Status: Full-time, 35 hours per week.
Benefits: Health, dental, vision through CT State Partnership Plan, generous PTO, and employer contributed 401a plan.
How to Apply:
Applicants must submit aTown of Litchfield Employment Application along with the following:
1. Letter of Interest
2. Resume
Applications can be found at https://www.townoflitchfieldct.gov/job-openings.
Applications, letter of interest, and resume can be mailed to the Town of Litchfield Selectman’s Office PO Box 488, 74 West St. Litchfield, CT 06759 OR emailed to [email protected]
Applications & resumes will be accepted until the position is filled.
*Resumes will not be accepted in lieu of an application*
Individuals must be able to pass a thorough background check, including DMV, references, and pre-employment drug screen, and background check.
SUMMARY
Reports to the First Selectman. This position is of a highly responsible nature requiring considerable skill and ability in receiving the public, handling the telephone, computer, mail, central service supply requisition and assisting in various office duties as assigned. High level of support to the First Selectman’s calendar, schedules appointments, and meetings. Upon approval of the First Selectman, this position also assists other offices, the Resident State Trooper, boards, committees and commissions.
PRINCIPAL RESPONSIBILITIES AND DUTIES
Receives the public, performs typing, filing, copying, handles telephone calls, sorts and distributes Town payroll and daily mail, as well as processes mail for the First Selectman’s office and its invoices for payment. Maintains accounting of all departmental budget balances and assists in annual budget preparation as required.
Orders and manages all central services supplies for Town offices, and maintains order in the supply/storage vault. Oversees any interlocal or regional purchasing plan as may be recommended to insure cost effective purchasing practices. Also works with the First Selectman for procurement of Town equipment including, but not limited to copiers, postage meters, clerical equipment, furniture, and telecommunications equipment. Maintains main copy/fax machine at Town Hall and handles all related administrative functions and requirements. Manages and handles the telecommunication system i.e. RingCentral by Frontier.
Coordinates and assures the timely posting of meeting agendas with the First Selectman; distributes agenda materials to the Board of Selectmen; transcribes recorded minutes of its meetings and hearings. Attends meetings and hearings as needed. Also transcribes minutes of other committees as requested by the First Selectman.
Coordinates and sets up Annual Town Meeting, Annual Budget Meeting and all Special Town Meetings, following through according to schedule.
Assists the Executive administrator with processing FOIA requests.
Issues certain permits such as hawkers & peddlers, tag sale, food truck, bingo, bazaars and raffles, and processes pistol permits.
Assists appointed boards, committees and commissions with membership information and support materials. Maintains and updates membership list including related correspondence and interviews.
Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of business English and mathematics.
Good working knowledge of office operations and procedures with the ability to acquire an understanding of the CT General Statutes, Municipal Code of Ordinances, and Town policies.
Skill in transcribing and using digital voice systems or voice-to-text systems. Ability to compose routine correspondence.
Knowledge and use of MS Office Suites and Google Workspace.
Ability to understand and follow written communications and oral instructions.
Ability to learn clerical and administrative tasks and to adhere to prescribed routines.
Ability to acquire an understanding and to support the Town’s Purchasing/Bidding Policy and to work with boards, committees and commissions to coordinate cost-effective purchasing procedures.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is regularly required to sit for prolonged periods of time, talk and hear. The employee is frequently required to stand, walk and use hands and fingers. The employee must occasionally lift and/or move up to ten pounds only. Specific vision abilities required by this job include close vision. The ability to drive a car may be necessary.
DESIRED QUALIFICATIONS
Ability to work effectively and courteously in a professional manner with officials, employees and the general public. Ability to type and transcribe from a digital recorder and to fully operate a variety of state-of-the-art office equipment.
MINIMUM QUALIFICATIONS
High School diploma and A.S. degree with at least three (3) years of administrative office experience.
EEOC STATEMENT
It is the policy of the Town of Litchfield to provide equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Town of Litchfield will provide reasonable accommodations that do not present an undue hardship for qualified individuals with disabilities.
The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position, and additional duties may be assigned.
Pay: $26.43 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Administrative Assistant – First Selectman’s Office
Company: Town of Litchfield
Location: Litchfield, CT
