Internal Only Administrative Assistant-Board of Health

TOWN OF BRIDGEWATER NOTICE OF JOB POSTING

Open to current members of Town of Bridgewater Administrative Association union only

JOB POSTED:            Friday March 14, 2025

FUNCTIONAL TITLE:  Administrative Assistant                                     DEPARTMENT:  Health Department

AFFILIATION:      Bridgewater Administrative Association                CLASSIFICATION: Grade 8

HOURS OF WORK & COMPENSATION

This position is twenty-five (25) hours per week with the hourly salary range of $32,405.88-42,519.36.

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REPORTING RELATIONSHIPS

POSITION REPORTS TO:                 Health  

POSITIONS SUPERVISED:               None    

POSITION DESCRIPTION

Are you ready for a challenge? Are you an exceptionally organized, tech-savvy and a motivated team player that is ready to learn and grow professionally? If this piques your interest and matches your demonstrable skills, you are encouraged to apply for this role. Be sure to attach both a resume and a cover letter telling us about your relevant experience.

To achieve organizational goals, the Town is seeking a proactive and experienced administrative support individual to serve as the Health Department Administrative Assistant. This is a critical position that provides vital administrative support to ensure the efficiency of the Health Department and Transfer Station. The position will also work with the Finance team, as well as other departments on key projects related to our organization’s initiatives. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and responsiveness to both internal and external customers. A successful Administrative Assistant should have experience with a variety of office software (email tools, demonstrable intermediate skills with spreadsheets and databases maintenance), Internet research abilities and strong communication skills are required. This position will have reporting responsibilities to the Health Agent for daily administrative responsibilities. Critically efficient, detail oriented, possessing effective time management skills, a desire and willingness to learn new processes and demonstratable skills in employing new software is required. Professional and successful experience working in a busy environment is a plus.

PRIMARY RESPONSIBILITIES:  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.

• Performs administrative and office support activities for the Health Agent.
• Accurately complete department’s weekly payroll and accrual reports.
• Provide excellent customer services; answering phones, taking messages; answering inquiries requiring a knowledge of terminology, organization, supervisors’ responsibilities, etc.
• Process all permits in regard to Food Service, Refuse/Well/Septic, Tattoo/Piercing Establishments, Pools, and Camps.
• Manages routine inquiries and issues and refers more complex issues to the Health Agent.
• Issue septic construction numbers and maintain database of compliance and approvals, coordinate signatures with engineers and installers.
• Process and issue trench permits and perc test applications. Schedule perc test, communicate with engineers and outside vendors for scheduling.
• Process all town betterment sewer and septic loans.
• Process and submit all camp reports to the State.
• Maintains organized records and filing system for the department.
• Schedule Section 8 housing inspections and correspond with the Housing Office regarding status.
• Process departmental and private nursing invoices and submit them to the Finance Department.
• Compose annual reports for submission to the Town Clerk.
• Maintain records regarding rabies certificates, septic system maintenance within the Town, and wells.
• Create and maintain records regarding Title 5, provide reports to inspectors and residents twice weekly.
• Process and maintain record of Transfer Station invoices, revenue and stickers assigned, corresponding with Transfer Station Manager.
• Schedule inspections and process payments for permits.
• Maintain confidentiality.
• Performs similar or related work as required.

The successful candidate will exemplify the following competencies:

• Superior interpersonal skills
• Self-starter
• Ability to leverage technology to streamline processes and improve accuracy.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills by not just identifying issues but actively helping to develop an effective means to resolve them.  
• Professionalism – Achieve a high level of professional skills/knowledge in job-related area. Must have excellent customer service skills.
• Accountability – Holds self-accountable for delivering quality results.
• Ethics and Integrity – Consistently follow policies and procedures.
• Teamwork – Eager to work with others to achieve goals of both the department and the organization.
• Positivity – This position requires an individual who can maintain an optimistic outlook in the face of challenge and who is positive to work with.

Job environment:

• Operates computers and peripherals including word processing, spreadsheet, database software, and mainframe computer terminal; operates telephone, fax machine, and all other standard office equipment and a proficient and effective manner.
• Develops various tracking tools and spreadsheets/logs to maintain accurate records of department operations.
• Makes frequent contacts with local, state, and federal departments, agencies and officials, the general public, other departments, boards, committees, vendors, and representatives of outside organizations; contacts with the public require considerable patience, tact, understanding and courtesy; contacts are in person, by telephone and in writing. Communication is by means of telephone, personal discussion, and correspondence; contacts with the general public after the purpose of explaining policies/procedures and providing Departmental information; contacts with officials and employees for the purpose of coordinating work effectively.
• Has regular access to departmental and town-wide confidential and/or discretion necessary information, the disclosure of which would cause poor public relations possible legal repercussions.
• Misjudgments could result in considerable confusion, monetary loss, delay and services and adverse public relations.

QUALIFICATIONS

Knowledge, Abilities and Skills:

• Knowledge of standard office practices, procedures, and equipment.
• Knowledge of standard account and maintenance in support of the department; ability to prepare reports and correspondence.
• Knowledge and ability to employee records management practices.
• Familiarity with pertinent state and local laws relating to departmental and town operations.
• Ability to maintain accurate and detailed records.
• Ability to multitask, organize, work independently, accomplish tasks, and meet deadlines despite frequent interruptions in a fast-paced environment while maintaining attention to detail.
• Ability to interact tactfully and effectively with town employees, supervisors, officials, and the general public.
• Good communication skills: ability to communicate effectively both verbally and in writing.
• Ability to read and interpret pertinent state and local laws relating to departmental operations.
• Ability to maintain confidentiality of information.
• Excellent customer service skills
• Communicate effectively verbally and in writing.
  • Advanced knowledge of grammar and punctuation, etc.
  • Advanced knowledge of word processing programs
• Outstanding attention to detail
• Ability to maintain records and prioritize tasks. Advanced knowledge of spreadsheet applications
• Extremely effective working independently with limited supervision
• Skilled multi-tasker
• Effectively work within timelines
• Respond professionally with tact and courtesy when dealing with the public.

Minimum Qualifications

• Administrative Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Office Equipment Maintenance, Strong Verbal, and Written Communication.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience

• Over five (2) years of administrative experience; experience in a municipal government environment is desirable, but not necessary to be successful in this role.

Licenses or Certificates

• Must possess and maintain a valid Massachusetts Driver’s License.

Training or Education

• An associate degree from an accredited college or university is preferred.

PHYSICAL REQUIREMENTS

Minimal physical effort required under typical office conditions include regular sitting, talking, walking and mental concentration for extended periods; intermittent moderate effort required for tasks such as moving files or related office equipment.  Position requires the ability to operate a keyboard and calculator at efficient speed; and view computer screens for an extended period and the ability to adjust focus; hearing ability requirements include ability to interact with colleagues, the public, elected or appointed officials and outside organizations.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, the ability to adjust focus, and to distinguish colors.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. A majority of work is performed under typical municipal office conditions; the noise level may be moderate.  A percentage of work may occur in conference rooms or meeting spaces and at off-site meetings.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; CORI check; and other job-related tests may be required.

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.

Salary : $32,406