Assessing and Finance Assistant Wanted

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Town of Otis

Assessing and Finance Assistant

The Town of Otis is seeking applicants for an Assessing and Finance Assistant. This is a benefitted position requiring 21 hours a week. Compensation range is $21.00 to $25.00 per hour based on experience. This position provides staffing and support to both the Assessing Office and Finance Office. The ideal candidate is detail oriented and professional. A full job description and application are available on our website at townofotisma.com or by contacting the Administrator’s Office.

 

Interested parties should submit a resume and employment application to the Town of Otis, ATTN: Town Administrator, P.O. Box 237, 1 North Main Road, Otis, MA  01253 or townadmin@townofotisma.com

Position will remain open until filled.

THE TOWN OF OTIS IS AN EQUAL OPPORTUNITY EMPLOYER

 

 

Position Title: Assessing & Finance Assistant Grade Level: II
Department Assessing & Finance Offices Date:  
Reports to: BOA & Town Administrator FLSA Status  

 

Statement of Duties:  The employee performs a wide range of clerical and administrative duties in support of both the Assessing department’s operations and in support of the Treasurer. Employee is required to perform all similar or related duties.

 

Supervision Required:   Under general supervision, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee is expected to recognize instances which are out of the ordinary and which do not fall within existing instructions; the employee is then expected to seek advice and further instructions. Reviews and checks of the employee’s work are applied to an extent sufficient to keep the supervisor aware of progress, and to insure that completed work and methods used are technically accurate and that instructions are being followed.

 

Supervisory Responsibility: The employee is not required to regularly supervise any Town employees.

 

Confidentiality: The employee has access to confidential information obtained during performance of regular position responsibilities in accordance with the State Public Records Law such as department records.

 

Accountability: Consequences of errors, missed deadlines or poor judgment may include adverse public relations, missed deadlines, monetary loss, legal repercussions and jeopardize programs.

 

Judgment:  Numerous standardized practices, procedures, or general instructions govern the work and in some cases, may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline. Requires some exercise of independent judgement.

 

Complexity:  The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

 

Work Environment:   Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. The employee may be required to work beyond normal business hours in order to attend Board meetings. Position is a combination of public office hours and non-public hours.

 

Nature and Purpose of Public Contact: Relationships with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve routine operating problems. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons. Employee may furnish news media with routine information such as meeting agendas or departmental procedures.

 

Occupational Risk:  Duties of the job present little potential for injury to the employee. Risk exposure is similar to that found in an office setting.

 

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type 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.

 

Assessors Administrative Assistant

 

  1. Performs a range of clerical duties including but not limited to the answering of department telephones, preparation of Board agendas and meeting minutes, annual report. routine correspondence, scheduling Board meetings, and filing of department files.
  2. Completes forms required to notify utility companies that a house number has been assigned to a parcel of land.
  3. Prepares and posts public and legal notices in accordance with local and state regulations.
  4. Interacts with other Town staff as well as boards and/or committees on behalf of the Board of Assessors.
  5. Responsible for receiving, date stamping and logging abatement requests, exemption requests, Form of List and Chapter 61 requests.
  6. Collects and processes all department mail.
  7. Handles annual mailings of Form of Lists.
  8. Responds to public requests for information.
  9. Responsible for the timely preparation and tracking of maps and deeds sent out to the department’s tax map company.
  10.  Accesses through the Internet, copies of Deeds and Plats for reference use.
  11.  Monitors department actual expenses vs. the approved budget and inform the Board of Assessor’s of potential budget overruns.
  12. Coordinates the transfer of information required to create motor vehicle excise tax bills with the Town Collector.

 

Treasurer & Finance Assistant

 

  1. In the absence of the Treasurer would be authorized release payment that would jeopardize the Town’s position if not paid.
  2. Assists with health insurance, benefit and retirement reporting and filings.
  3. Assists in the new hire process and with intake documents.
  4. Assists with taking payments or handling transactions for departments that are unstaffed for vacation or illness.
  5. Assists with banking relations, reconciling accounts, for review by the Treasurer.
  6. Assists the Treasurer in receivables from all departments.

 

 

Recommended Minimum Qualifications:

 

Education and Experience: High School diploma, or equivalent; one to three (1-3) years related municipal finance work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

 

Special Requirements:  Motor Vehicle Driver’s License; complete and pass DOR Class 101 within the first year of appointment. Must be able to be bonded by the insurance company.

 

 

Knowledge, Abilities and Skill

 

Knowledge:  Common policies, practices and procedures of the department and office operations; laws and regulations pertinent to position functions. Knowledge of software applications including but not limited to office software (word processing, data base management, and spread sheet applications), GIS software.  Knowledge of the Internet, web site in support of department operations. Knowledge of WordPress a plus.

 

Abilities:  Ability to interact effectively and appropriately with the public and other personnel over the phone or in person, perform multiple tasks and maintain confidential information. Able to understand the Public Records Law and how it applies to requests from information from departments. Ability to establish and maintain an effective working relationship with other employees in the Town Hall.

 

Skills: Aptitude for working with numbers and details. Proficient computer keyboard skills, business mathematical skills, recordkeeping and clerical skills. Must possess excellent written and oral communication skills.

 

Physical and Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

 

Physical Demands:  Little or no physical demands are required to perform the essential functions of the position. Work effort principally involves sitting or standing to perform work tasks, with intermittent periods of stooping and walking. The employee is occasionally required to lift, push or pull objects such as books, office equipment and/or computer paper.

 

Motor Skills:  Duties are largely mental rather than physical, but the job may occasionally require the employee to apply basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, keyboarding and the sorting or filing of papers.

 

Visual Demands:  Position requires the employee to routinely read documents and reports for understanding. The employee is rarely required to determine color d