Town of Litchfield- Administrative Secretary Public Works Department

Town of Litchfield- Administrative Secretary Public Works Department

ADMINISTRATIVE SECRETARY

PUBLIC WORKS DEPARTMENT

Please see the job description and information on the position with our Public Works Department.  This is a 35 hours per week position and starting pay is $22.28 per hour plus benefits.  This position is governed under the agreement between the

Town of Litchfield and Litchfield Municipal Employees UNION, Local #1303-329 of Council #4 AFMSE, AFL-CIO

If you are interested in the position, you must complete an application.

Resume will not be accepted in lieu of an application.

Individuals must be able to pass a thorough background check, including DMV, references and DOT pre-employment drug screen and background check.

Late application will not be considered

Please submit you application, resume and cover letter by 4 PM on December 3, 2021 to ecallahan@townoflitchfield.org or mail to:

Town of Litchfield

Selectman’s Office

74 West St,

Litchfield, CT 06759

ADMINISTRATIVE SECRETARY

PUBLIC WORKS DEPARTMENT

 

BASIC FUNCTION

This position shall function under the general supervision of the Assistant Supervisor – Public Works for day to day operations, and shall also be under the general supervision of the Public Works Director. This position is of a highly responsible nature requiring considerable knowledge, skill and ability in secretarial and complex administrative support functions to one or more individuals, who have the responsibility for major programs or for the administration of the department. This position also involves the ability to access and use specific software used by the Department of Public Works.  This position requires the ability to exercise initiative and judgment and to assume responsibility for making difficult administrative and office management decisions within the scope of authority.

PRINCIPAL RESPONSIBILITIES AND DUTIES

Plans and organizes work according to office procedures.  Determines priority of work tasks.  Relieves the Director of Public Works and the Assistant Supervisor of detail work.  Provides general information to public on department and town services as required.  Provides technical or regulatory information to public and assists public in completing applications and in understanding regulations.  Transmits and explains the Director of Public Works’ and the Assistant Supervisor’s directions to proper persons, and follows up for compliance, completeness and conformance with deadlines.  Compiles and coordinates data for action by immediate supervisor and/or the Director of Public Works.

Operates, via copying, scanning and/or emailing, various office equipment to produce a wide variety of materials including correspondence, forms, reports, bid specifications, statistics, engineering sketches and documents for all departmental division from rough drafts. Minor editing and/or more in-depth changes to these documents might be necessary at times.

Assists in the coordination of Public Works projects with committees, associates and independent contractors.

Assists in the preparation of special assignments, studies and presentations as necessary.

Provides extensive and accurate information to Town officials, employees and the public on a variety of departmental matters.

Serves as front desk receptionist, maintains departmental schedules and appointments, arranges meetings as requested, handles incoming telephone calls and correspondence and monitors complaints for follow-up.

Composes and enters statistical reports.

Composes routine correspondence and prepares requisitions, maintains bookkeeping and filing systems (electronically, in paper print, historic data as well as drawings/blue prints).

Schedules and coordinates community development projects, grant applications preparation and helps with the annual budget preparation.

Provides secretarial services to other Public Works departmental staff as required.

KNOWLEDGE, SKILLS AND ABILITIES

Considerable skill and knowledge in the performance of secretarial duties, including the use of the office equipment (hardware) and software, including but not limited to Adobe System products, MS Office (must be proficient in Word, Excel and PowerPoint), MUNIS software (the Town’s current financial ERP software), CarteGraph (ideally, but not necessarily), Google Maps and/or GIS a plus. Accurate management of files in electronic, paper print, historic data and drawings/blue prints format a must.

Ability to fully operate the office equipment, and to adapt to and work with technological changes in office equipment and computer software to secure effective and efficient operations.

Ability to work with a minimum of supervision and to find workable and acceptable solutions to a variety of problems that require independent judgment.

Ability to assist the public in understanding department procedures as well as to directly interface with the public as an initial contact, and to preliminarily resolve issues that are within scope of authority.

Considerable ability to establish and maintain effective working relationships with superiors, associates, officials of other agencies, independent contractors and the general public.

Considerable ability to understand and follow written and oral instructions.

General knowledge of the principles of government policies and procedures and working knowledge of the Public Works Department.

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.

While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time, talk and hear. The employee frequently is required to stand, walk, and use hands and fingers. The employee must occasionally lift and/or move up to ten (10) pounds. Specific vision abilities required by this job include close vision. Ability to drive a car may be necessary.

DESIRED QUALIFICATIONS

Ability to work effectively and courteously with officials, employees and the general public.

Ability to fully operate a variety of office equipment (hardware and software) and to type with speed and accuracy.

Ability to compose correspondence, spreadsheets and reports.

Ability to prepare and maintain accurate, comprehensive records.

Ability to work quickly and independently.

Experience with municipal business practices.

Ability to organize engineering files including electronic, written, drawings/blue prints and historic data.

Ability to maintain department calendar.

November 22, 2021 Job Postings