Town of Chatham Division Secretary - Conservation in Chatham, Massachusetts
Position is responsible for providing administrative assistance & support for Conservation Agent, Assistant Conservation Agent/North Beach Manager & Conservation Commission and serves on a daily basis to convey information to public, other Town Departments &external agencies which conforms with established standards. ESSENTIAL FUNCTIONS The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. 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 the position. Provides a full range of administrative services, including typing and receiving/distributing correspondence, answering telephones, taking messages, making copies, maintaining hardcopy filing systems, opening &distributing daily mail, & compiling Division materials for distribution to the public; Attends Conservation Commission hearings &performs a variety of supporting services in conjunction with these meetings such as copying &distributing the agenda & meeting packet of materials, preparing minutes for hearings; Receives, reconciles, &processes all monies received by Division & submits to Treasurer; maintains records of each deposit & includes in monthly report; Manages maintenance of records relative to Division activities; Assists permit applicants through application process, researches issuance of permits; & serves as a liaison with the public; Performs other related job duties as necessary. SUPERVISION RECEIVED Under the general supervision of the Conservation Agent, the employee is familiar with the work routine & uses initiative in carrying out recurring assignments independently. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee refers unusual situations to the supervisor for advice &further instructions. JUDGMENT The work involves numerous standardized practices, procedures, or general instructions that govern the work and, in some cases, may require additional interpretation. Judgment is needed to locate, select &apply the most pertinent practice, procedure, regulation or guideline. The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation. NATURE &PURPOSE OF CONTACTS Relationships are primarily with co-workers, vendors & the public, involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients & employees of outside organizations. More than ordinary courtesy, tact & diplomacy is required to resolve complaints or deal with hostile, uncooperative or uninformed persons. CONFIDENTIALITY The employee has limited access to sensitive & confidential information in the performance of their duties. EDUCATION & EXPERIENCE High School diploma or equivalent &two years of relevant experience, or any equivalent combination of education, training, certification &experience. Knowledge: Working knowledge of Microsoft Office, including Outlook, Word &Excel programs. Knowledge of Public Records & Open Meeting laws. Abilities: Ability to multi-task &manage conflict. Ability to communicate effectively both orally &in writing. Ability to maintain good public relations & to maintain effective collaborative working relationships with Town departments, department heads, fellow employees, officials & the general public &to respond in a courteous &professional manner. Ability to meet deadlines. See complete job duties when applying.