General Job Description and Responsibilities for the position of Oxford Administrative Clerk.
The Administrative Clerk is responsible for supporting the administrative positions within the Town office, including the Town Manager, Clerk/Treasurer, and Planner, depending on current administrative office staffing, and acts as the Assistant Clerk/Typist for these positions. Responsibilities include the following:
Responsible for front office receptionist duties such as providing front desk assistance to the public, vendors, contractors, and other customers; perform routine office tasks including answering the phone, data entry, file management, maintenance of filing systems, typing, copying and electronic communications; manage office supplies, office equipment, and building equipment inspections. Provide administrative support for the Town Manager/Administrator/Clerk; pick up daily mail and post outgoing mail; manage receipt of customer payments and posting of deposits; manage Water/Sewer billing, invoicing, and documentation of payments. Provide administrative support for the Planning Office/Town Planner; respond to and provide information and direction to the public; distribute appropriate forms, documents, etc.; answer routine questions regarding zoning and land use matters, application procedures, projects, and other information; accept and assess permit applications at the counter to assure submittals are complete and contain all necessary information; calculate and process application fees and other payments as needed; assign and track permit numbers and provide complete applications to the Town Planner/applicable Board or Commission; issue approved building permits and provide to applicants; manage permit files and related documents; schedule inspections, issue occupancies, and close permits. Provide administrative support for Boards and Commissions; prepare appropriate notices, permit packages, supporting documents, and meeting minutes; prepare, post, and advertise (when required) meeting agendas and application notices; liaison with members, provide meeting documentation, and assure notices to applicants; maintain records of all documents. Responsible for managing annual licenses for boat slip rentals, short-term rentals, and long-term rentals including notifications, inspections, issuance, and record keeping. Provide administrative assistance to the Chair of the Election Supervisors; post and advertise election notices, prepare ballots, track absentee ballots, and other requests under direction of the Chair. Provide administrative assistance to the Police Department and Public Works Department as needed, such as typing and mailing, and assist in the absence of other office staff. Other duties as assigned.
General Requirements: Proficient in Microsoft Office (word, excel, publisher and outlook). Knowledge of Constant Contact, social media (Facebook) and web pages for sending notices Excellent communication skills and organizational skills. Efficient typing skills and computer literacy. Knowledge of municipal government programs and processes. Knowledge of permit processes, planning and zoning codes, and ability to interpret building plans, surveys, and site plans. Knowledge of Board and Commission procedures. Ability to multitask and manage time proficiently. Will organized and attention to detail. Provide excellent customer service. Confidentiality required. recblid jvemphkz2tsixs6lc8vr9vcdec9fdw