Administrative Assistant

Administrative Assistant

The Administrative Assistant is the forward-facing representative of the Town, providing a combination of customer service, administrative support, and program coordination. This role ensures that residents, contractors, and internal staff receive timely, accurate, and professional assistance. The position requires someone who is highly adaptable, skilled at multitasking, and comfortable balancing daily front-desk functions with project-based responsibilities.

Core Responsibilities

Customer Service & Community Support

• Serve as the first point of contact at assigned customer facing points (Town Hall / Admin Building / Public Works).
• Provide in-person, phone, and email assistance to staff, residents, contractors, vendors, and external stakeholders.
• Schedule and coordinate meetings, rooms, and calendars for staff and leadership.
• Assist with community outreach initiatives, special events, block parties, etc.
• Draft, review, and distribute memos, presentations, and reports.
• Process payments (licenses, permits, utilities), invoices, and purchase orders.
• Maintain records, filing systems, and office supply inventory.
• Track and input data into Town systems (Accela, Tyler, Laserfiche, etc.).
• Support business license applications, renewals, and record upkeep.
• Assist with permits and program tracking (stormwater inspections, water use, conservation, tree programs, grants).
• Provide cross-coverage with other administrative staff across divisions.
• Conduct research and provide administrative support for special projects.
• Act as Notary Public for staff and residents.
• Additional duties as assigned.

Required Skills & Characteristics

Qualifications

Physical Requirements