Town of Edgartown / Department Assistant - Dredge

The Town of Edgartown seeks a Department Assistant to support the Dredge Committee in its administration of dredging operations. The role is responsible for organizing and coordinating public meetings under the Open Meeting Law, preparing the department budget and coordinating the hiring of the dredge crew, and preparing notifications for ACOE, MEMA, and DEP regarding the status of dredging operations. This position is 10 hours per week with a starting salary of $27.32 per hour.

Full job description available at www.edgartown-ma.us or the Human Resource Department, Edgartown Town Hall 1st floor. Completed applications, letters of interest and resumes may be emailed to jrobinson@edgartown-ma.us or mailed to PO Box 5130, Edgartown, MA 02539 ATTN: Human Resource Office. The position is open until filled with a priority given to applications received on or before July 31, 2024. The Town of Edgartown is an EOE.

DEFINITION

Position is responsible for providing administrative and secretarial support to the Dredge Committee to discharge the duties of the office.

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types 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 extensive customer service in person, via telephone and email

• Responds to inquiries about the Dredge Committee

• Prepares agendas, posts meetings, attends, takes minutes, prepares minutes and executes any actions of the Dredge Committee

• Coordinates meetings, speakers and guests

• Prepares department budget; processing payroll; orders supplies; processes accounts payable; monitors expenditures of the department; researches and compiles any statistics required by Dredge Committee

• Performs a variety of secretarial and administrative functions

• Prepare notifications for ACOE, MEMA and DEP on work starts and ends

• Coordinates the hiring of dredge crew

• Tracks progress of projects during dredge season and gathers information from the dredge crew

• Maintains extensive files

• Performs a variety of related duties

SUPERVISION RECEIVED

Under general supervision.  The employee is familiar with the work routine and 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 and further instructions.

ACCOUNTABILITY

The nature of work means that errors are usually detected in succeeding operations.  Consequences of errors, missed deadlines or poor judgment may include time loss caused by back checking by others and slowdowns in the processing of the work.  Errors are generally confined to a single department, such as billing or accounting errors.

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 and apply the most pertinent practice, procedure, regulation or guideline.

COMPLEXITY

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 AND PURPOSE OF CONTACTS

Relationships are primarily with co-workers, vendors and 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 and employees of outside organizations.  More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons. 

CONFIDENTIALITY

Employee has access to limited sensitive and confidential departmental information.

EDUCATION AND EXPERIENCE

High School diploma and one year of experience, or any equivalent combination of education and experience.

KNOWLEDGE, ABILITY, AND SKILLS

Must have knowledge of departmental operations and procedures and office procedures.

Must have computer skills, including word processing, spreadsheets and databases; organization and communication skills. Must have exceptional customer service skills.

Must have ability to work independently; perform multiple tasks simultaneously despite interruptions, maintain effective working relationships; maintain detailed and extensive records and prepare accurate reports.

WORK ENVIRONMENT

The work is performed in an office environment.  Noise or physical surroundings may be distracting.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

The work involves sitting, standing, walking and stooping.  May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.