Office Manager (PDF)

EMPLOYMENT OPPORTUNITY

Town of Lexington

We are currently accepting applications for the full-time, 35 hours per week position of :

Office Manager

Land Use, Housing and Development Department

Anticipated Hiring Range : $69,952 - $71,840

Plus, excellent benefits package

The REQUIRED Town of Lexington application form must be received in the Town's Human Resource

Department

GENERAL PURPOSE

Manage all administrative functions for the Department, focusing on Administration, Building, Conservation,

and Zoning divisions and supervise clerical and administrative activities performed by department office staff.

SUPERVISION RECEIVED

Works under the general direction of the Assistant Town Manager for Development.

SUPERVISION EXERCISED

Supervises full-time-equivalent employees in such position titles as Department Assistant. Supervisory

activities include scheduling department assistants' work flow for optimal support primarily of Conservation

Director, Building Commissioner and permitting support, providing performance feedback, conducting formal

performance reviews, hiring and orientation of new employees, providing training and professional

development, assigning and reviewing work, scheduling work hours and granting time off to ensure adequate

daily office coverage, tracking and reporting employee accruals and leave, communicating with division heads

in advance of granting department assistants time off to ensure each division manager's work needs are met,

and disciplining employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Ensure that Assistant Town Manager for Development, Conservation Director, Building Commissioner, and,

when assigned by the Assistant Town Manager for Development, the Economic Development Director have

adequate administrative support from admin staff. Oversee or perform directly : accounts payable, payroll, and

maintenance of time records.

Maintain accurate leave time records for department office staff.

Commuting to this Lexington position is available by the 62 and 76 MBTA bus routes, The Rev Bus

between Alewife Station and Lexington Center, and the Minuteman Bikeway. More ways to get to work

here : https : / / www.lexingtonma.gov / transportation-services

Reconcile monthly revenue / expenditure reports; indicate appropriate adjustments as necessary. Processes

daily turnover of receipts and fees and bi-weekly PayPal turnover.

Perform various functions in the processing and administration of contracted department services, including

preparation of contract documents, letter of award and purchase orders for signatures and execution;

maintain contract records and follow up for contract compliance. Act as the Department's Records Access

Officer for fulfilling and tracking Public Records Requests.

Responsible for production and accuracy of budget documents; assist in gathering of budget information,

compile and review data, track budget changes, and prepare presentation materials. Periodically provides

reports from municipal accounting software system. Maintains book-keeping for overtime hours billed to

third-parties.

Serves as coordinating office support person for ViewPoint Cloud permitting software, Laserfiche document

management / public records software, and Munis accounting software.

Administer purchasing procedures consistent with procurement law.

Serve as department coordinator for Town of Lexington standard procedures, updating staff when procedures

are revised, and informing and training department staff and managers on proper procedures.

Handle correspondence, screen mail and phone calls, make appointments, keep tickler file and maintain

calendar, submit department work orders, and order department supplies.

Draft and type documents using word processing, spreadsheet, database or other computer applications, such

as ViewPoint Cloud.

Coordinate work assignments of office personnel, prioritize work flow, and monitor office procedures and

deadlines. Coordinate departmental coverage and staff schedules. Maintain staff clothing allowance.

Coordinate communications between Department Managers and Department Assistants.

Provide guidance to support personnel on more complex issues and procedures, or perform directly.

Provide administrative computer support by creating (or supervising others who create or maintain existing)

computer databases / spreadsheet / files. Oversee webpages.

Maintain current knowledge of divisional operations and projects and provides information and assistance to

other departments and the public. Acts as department assistant as needed, such as attend evening meetings

in absence of Department Assistant on occasion.

Oversee periodic reporting to regulatory agencies.

QUALIFICATIONS

Experience and Training Guidelines

Associate's degree, secretarial / vocational training, and three to five (3-5) years of increasingly responsible

secretarial experience; or any equivalent combination of education and experience; supervisory experience

preferred.

Knowledge of :

The Town of Lexington has a strong commitment to Diversity, Equity, and Inclusion and we are actively

seeking candidates who bring new voices and lived experiences to our organization.

Business letter writing and basic report preparation techniques.

Modern office procedures and methods including computer equipment and software applications.

Basic purchasing processes.

Principles and procedures of record keeping, supervision, performance evaluation, and budgeting.

Customer service techniques.

English usage, spelling, grammar and punctuation.

Ability to :

Perform difficult administrative support services.

Demonstrate good judgment and personal initiative.

Understand the organization and operation of the Town and of outside agencies as necessary to assume

assigned responsibilities; interpret, explain and enforce department policies and procedures.

Perform basic financial, accounting and personnel activities.

Coordinate multiple tasks and projects.

Provide guidance to subordinate staff.

Maintain confidentiality.

Independently prepare correspondence and memoranda.

Take and transcribe dictation at a speed necessary for successful job performance.

Type at a speed necessary for successful performance.

Work independently in the absence of supervision.

Maintain confidential records and reports.

Operate and use modern office equipment including a computer, software, and Internet applications.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

TOOLS AND EQUIPMENT USED

Personal computer (including word processing, spreadsheet and database software) and general office

equipment (e.g., telephone, copier, facsimile, printer); calculator.

PHYSICAL DEMANDS

The physical demands listed are representative of those that must be met by the employee to successfully

perform the essential functions of this job. Reasonable accommodation may be made to enable individuals

with disabilities to perform the essential functions of the job.

In performing the duties of this job, the employee is frequently required to talk, hear, sit, stand, walk, bend or

stoop, reach, push or pull, and apply significant manual dexterity and hand eye coordination. The employee

routinely lifts and carries up to ten (10) pounds. Specific vision abilities required by this job include close

vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those that the employee encounters

while performing the essential duties of this job. Reasonable accommodation may be made to enable

individuals with disabilities to perform the essential functions of this job.

Work is performed in an open office setting, with quiet to moderate noise level.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interview and reference check; job related tests

might be required.

The Town of Lexington has a strong commitment to Diversity, Equity, and Inclusion and we are actively

seeking candidates who bring new voices and lived experiences to our organization.

The duties listed above 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.

The job description does not constitute an employment agreement between the employer and employee and

is subject to change by the employer as the needs of the employer and requirements of the job change.

External and internal applicants who have a disability, as well as position incumbents who become disabled

as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as

listed) either unaided or with the assistance of a reasonable accommodation to be determined by

management on a case by case basis.

APPLICATION PROCESS

All applicants are required to complete a Town application form, available from the Internet at

www.lexingtonma.gov, emailing [email protected], calling (781) 698-4590 or by visiting the Human

Resources Department. Resumes may be attached to the application form as additional information, but

cannot serve as a substitute for completing the required application form.

CORI check required.

Application and cover letter must be received in the Town's Human Resources Department.

After the deadline all applications will be reviewed and the most highly qualified candidates will be invited to

one or more interviews. All applicants will be notified of their standing in the process as soon as a decision

has been made regarding their individual application.

Individuals who need accommodations in order to participate in this process should contact the Human

Resources Department.

Questions regarding this hiring process should be addressed to the :

Human Resources Department

Town of Lexington

1625 Massachusetts Avenue

Lexington, MA 02420

781) 698-4590