Administrative Assistant (PDF)
 Town of Lexington | |
 United States, Massachusetts, Lexington | |
| 1625 Massachusetts Avenue (Show on map) | |
 Sep 24, 2025 | |
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EMPLOYMENT OPPORTUNITY
Town of Lexington We are currently accepting applications for the full-time (40hrs/wk) position of: Administrative Assistant (Rental Coordinator) Department of Public Facilities Starting Hourly Range: $30.47 - $34.72 Excellent Benefits Package The REQUIRED Town of Lexington application form must be received in the Town's Human Resources Department. This position is open until filled. GENERAL SUMMARY: Performs office and administrative tasks to assist the Public Facilities Office Manager with daily operations of the department. Performs all other related work, as required. ESSENTIAL JOB FUNTIONS: 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 task to process payroll for custodial and maintenance employees in both the school system and the Town * Schedules town and school events. * Performs accounts receivable tasks and bills invoices for events. * Generates quarterly spreadsheets detailing events, billables, received, and outstanding funds to account * Generates spreadsheets annually updating the personal services to support the budget process * Maintains confidentiality. * Performs other similar or related duties, as required or as situation dictates. Supervision Supervision Scope: Performs varied and responsible functions requiring a basic working knowledge of departmental operations and the exercise of judgment and initiative, particularly in situations not clearly defined by precedent or established procedures. Supervision Received: Works under the general supervision of the Public Facilities Office Manager following department rules, regulations, and policies; duties require the ability follow directions and perform operations and independently complete assigned tasks, according to prescribed time schedules. Supervision Given: None. Recommended Minimum Qualifications Education, Training and Experience High school degree or equivalent plus a minimum of 3-5 years in an office environment including experience with processing payroll and applying union contract language or an equivalent combination of education, training, and experience is required. Computer literacy (skills and knowledge) is required. Spreadsheet skills must be above average. Special Requirements: Knowledge: Knowledge of administrative office practices and procedures; Proficient knowledge of accounts payable and payroll. Knowledge of financial record keeping and bookkeeping. Knowledge of department policies and state and local laws related to the department. Knowledge and ability to understand and implement union contract language. Knowledge and experience with scheduling town and school events. Ability: Ability to interact appropriately and tactfully. Ability to develop an understanding of contract regulations. Ability to maintain detailed and accurate records. Ability to work independently; ability to follow detailed timetables and meet deadlines. Ability to multi-task. Ability to perform scheduling with software application. Skills: Proficient customer service and organization skills. Proficient written and verbal communication skills. Proficient computer skills, payroll systems and accounts payable systems. Computer literacy sufficient for proficient utilization of department related computers and software applications. Job Environment * Work is performed in office environment with moderate noise levels and with occasional exposure to non-weather-related heat and cold, work is subject to fluctuations, and administrative deadlines. * Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment. * The employee has frequent contact with youth sports groups, residents, school groups, dance schools, and town committees. * The employee has access to department confidential information. * Errors could result in monetary loss. Physical Requirements The physical demands described 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 essential functions. While performing the duties of this job, the employee is required to communicate, or hear. Frequently the employee is required to sit; and occasionally the employee is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms. The employee seldom must lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges to read documents is required. This position requires the ability to operate a keyboard at efficient speed. 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 Town of Lexington is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability. *External and internal applicants, 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. This 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. APPLICATION PROCESS All applicants are required to complete a Town application form https://lexingtonma.seamlessdocs.com/f/employmentapplication Resumes may be attached to the application form as additional information, but cannot serve as a substitute for completing the required application form. 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: Human Resources Department, Town of Lexington, Email: jobs@lexingtonma.gov, Phone # (781) 698-4590 1625 Massachusetts Avenue, Lexington, MA 02420 | |