Sr. Administrative Assistant

The Administrative Assistant provides advanced administrative and operational support to the Parks & Recreation Department, playing a key role in the coordination of departmental activities, programs, and services. This position supports efficient office operations, accurate recordkeeping, financial and scheduling processes, and responsive public service, while serving as a primary point of contact for community members, program participants, and internal stakeholders. The role contributes to the effective delivery of Parks & Recreation programs and services by ensuring administrative processes are executed accurately, professionally, and in accordance with departmental and Town procedures. This position is typically scheduled Monday through Friday, 8:00 a.m. to 4:00 p.m.; however, flexibility is required to work occasional evenings or weekends to support after-hours meetings, programs, or events.

The Administrative Assistant must have the ability to perform essential job functions competently and consistently, with or without reasonable accommodation:

• Provides advanced administrative, clerical, and operational support to the Parks & Recreation Department, independently coordinating office operations, records management, correspondence, scheduling, and workflow, and ensuring accuracy, confidentiality, and compliance with departmental and Town procedures.
• Serves as the primary point of contact for the public, responding to inquiries and providing information regarding departmental programs, services, facilities, and policies in a professional and courteous manner.
• Supports the coordination and execution of departmental programs, events, and facility use, including registrations, enrollments, scheduling, staffing support, and related logistics.
• Coordinates and maintains departmental schedules, calendars, and reservations related to programs, events, meetings, and facility use to support operations and public-facing activities.
• Performs administrative functions related to program revenues, registrations, payments, deposits, refunds, expenses, payroll, and billing, in coordination with the Office of the Treasurer-Collector, Town Accountant, and/or other municipal departments.
• Maintains, safeguards, and administers confidential personnel, participant, program, and financial records in accordance with applicable policies, regulations, retention schedules and confidentiality requirements.
• Assists with departmental communications and outreach efforts by preparing, distributing, and maintaining program information and related materials.
• Assists with the preparation and distribution of agendas, minutes, reports, and other departmental documentation.
• Manages office supply inventory and provides logistical support to ensure department resources are available as needed.
• Performs other related duties as required to support department objectives

Knowledge, Skills, & Abilities:

Knowledge: Knowledge of general office administration principles, practices, and procedures; Knowledge of customer service principles in a public or community-based setting; Knowledge of basic accounting and bookkeeping concepts to support routine financial and payroll-related processes; Knowledge of records management and confidentiality requirements Skills: Strong organizational and time-management skills, with attention to detail and accuracy; Effective written and verbal communication skills; Proficiency in the use of personal computers and standard office software applications and equipment; Ability to manage multiple priorities and adjust to changing demands in a busy office or community environment; Interpersonal skills necessary to interact professionally with staff, members of the public, program participants, and Town officials Abilities: Ability to provide advanced administrative and clerical support with a high degree of accuracy, professionalism, and independent judgment; Ability to communicate effectively to exchange and convey information with a wide range of individuals; Ability to establish and maintain effective working relationships with supervisors, co-workers, and the public; Ability to maintain confidentiality and exercise discretion when handling sensitive information; Ability to support departmental programs, events, and activities, including occasional on-site staffing; Ability to perform light physical tasks associated with office and program support, including occasional lifting of materials generally weighing up to 50 pounds

Qualifications

Minimum Education & Experience*:

• Associate degree in a business-related discipline;
• Two (2) years previous experience in administrative, clerical, or office support work involving public interaction and routine office operations

Preferred Qualifications:

• Prior experience providing administrative support in a municipal setting
• Experience supporting programs, events, and/or facilities scheduling.
• Experience handling registrations, payments, billing, or other routine financial transactions.

*Equivalent combination of education & experience will be considered in lieu of the aforementioned requirements

Miscellaneous Information

Physical Requirements:

The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. The position requires physical abilities typical of an office and community-based work environment, including the ability to sit, stand, walk, bend, reach, and stoop for extended periods of time. The role may require prolonged periods of sitting or standing. The employee must be able to lift, carry, and move materials and equipment generally weighing up to 50 pounds. The position requires sufficient manual dexterity and motor skills to perform administrative and operational tasks. Visual acuity is required for reading, reviewing, and preparing documents, and for working with financial information, data, and records for administrative and analytical purposes.

TO APPLY, send resume and cover letter to employment@clintonma.gov. Application deadline: Open until filled. Applicant submissions will be reviewed on a rolling basis.

Town of Clinton EOE/AA