The Town of Hillsborough is looking for a full-time Management Assistant. This position will be assigned to the Public Works Department and work under the direction of the Public Works Superintendent. Program areas involve water, safety, compliance, and project management.
This non-exempt position is the beginning of the Management Analyst class series. Under general supervision, assists in providing administrative, program, and project support to a Town department; assists in planning, developing, and carrying out specific programmatic responsibilities related to the department or program to which assigned; performs a variety of administrative and technical support duties of considerable complexity requiring thorough knowledge of assigned department, division, or program, its procedures, and operational details; provides information and assistance to the public and Town staff related to administration of department programs, projects, and services; and performs related duties as assigned.
This is a fully qualified journey-level classification performing technical and programmatic support duties and having responsibility for ensuring the efficient and effective functioning of assigned program or operational area. Incumbents possess a thorough understanding of department or division functions and activities and provide support to management staff in the completion of their duties, in addition to completing administrative and technical assignments and assisting in managing department projects and programs. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from the Management Analyst class series in that the latter coordinates and performs professional-level administrative and programmatic work in support of assigned department, programs, and projects.
Examples of typical JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Assists in providing administrative, programmatic, and technical support for assigned department or division in the daily management of operations; assists in conducting assessments and monitoring program performance by researching operational, fiscal, and technical data and impact to determine feasibility, resolve problems, and increase efficiency; consults with Town staff, management, and outside agencies; prepares preliminary recommended modifications to systems and procedures.
- Prepares and processes various documents requiring knowledge of assigned department’s programs/projects, operations, and services and the ability to explain, interpret, and apply federal, state, and local laws, rules, regulations, codes, ordinances, and Town policies and procedures relevant to assigned area of responsibility.
- Serves as a liaison for assigned department or division; receives, processes, and responds to public records requests, subpoenas, complaints, and other requests for information; provides information and assistance regarding assigned programs and services; analyzes, interprets, and explains departmental and programmatic policies and procedures to various stakeholders.
- Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
- Organizes and maintains accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
- Works with the public and a variety of outside parties to ensure completion of applications, documents, forms, and supporting documentation related to assigned area of responsibility.
- Serves as recording secretary and provides staff support for assigned boards, committees, and commissions including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items; prepares and posts public and legal noticing related to board, committee, and commission actions.
- Coordinates and provides administrative support for the development of consultant requests for proposal for professional and/or construction services and the advertising and bid processes by working with department staff to prepare project and technical specifications and scopes of work, preparing project cost and time estimates, preparing and posting legal notices, attending bid openings, documenting bid results, verifying contractors meet City requirements, and preparing staff reports with recommendations.
- Designs, creates, and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports.
- Researches, summarizes, and interprets data from various sources; prepares reports according to established procedures and practices; submits reports to various local, state, and federal regulatory agencies.
- Assists management in performing and conducting studies and special projects.
- Maintains accurate records and files; develops records management systems and complies with retention schedules.
- Performs related duties as assigned.
Qualifications
Knowledge of:
- Theories, principles, and practices of public and business administration as applied to assigned department, programs, and projects.
- Principles and practices of data research, analysis, and report preparation.
- Recent and on-going developments, current literature, and sources of information related to assigned programs, projects, and services.
- Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Techniques for effectively representing the Town in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
- Methods and techniques of preparing technical and administrative reports and general business correspondence.
- Principles and practices of record keeping.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Town staff.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
- Assist in administering assigned programs, projects, and activities in an independent and cooperative manner, evaluate alternatives, make sound recommendations, and prepare effective reports.
- Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
- Conduct research and analyze, interpret, summarize, and present information and data in an effective manner.
- Evaluate and recommend improvements in operations, procedures, policies, or methods.
- Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
- Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Effectively represent the department and the Town in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Establish and maintain a variety of filing, record keeping, and tracking systems.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to an associate degree from an accredited college or university with major coursework in business or public administration or a related field and five (5) years of increasingly responsible and varied administrative and/or management support experience.
Licenses and Certifications:
None.
Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.
Environmental Elements
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.