The Town of Mashpee Fire Department seeks applicants for a full time Administrative Assistant; salary commensurate with qualifications and experience. This position works 37.5 hours/week, 8:00am – 4:00pm, Monday-Friday.

Minimum Requirements: High school diploma; at least two years of college level classes; working knowledge of bookkeeping practices, office software, and office administration; experience as an executive secretary or similar position, and demonstrate progressive career advancement for at least three (3) years. Experience in municipal setting and in dealing with the public is strongly preferred; or any equivalent combination of education, training, or experience which demonstrates possession of the required knowledge, skills, and abilities necessary to perform the essential functions of the job. Must have excellent customer service, organizational, and communication skills. Must have working knowledge of MUNIS and Microsoft Office. Must possess a valid MA driver’s license (Class D). Must successfully pass a comprehensive background check.

Responsibilities: Provides administrative support to the Fire Department and ensures efficient operations of the office and all other work as required. Prepares correspondence, memos, forms, reports, and statistical data; maintains files; screens calls and mail, providing information and assistance on matters not requiring personal attention of the Chief. Assists in compiling information, data, and salary projection calculations for annual budget preparation. Processes payroll, pay changes, benefits, and leave requests per complex collective bargaining agreement. Maintains and manages highly confidential information and HIPAA related matters.

Comprehensive benefits package includes Town contribution of 75% towards the cost of health insurance, defined benefit pension program, generous vacation package, life/dental/vision plan options, as well as deferred compensation plans. Further information can be found on the Human Resources Department Employee Benefits webpage at mashpeema.gov.

Apply by: December 27, 2022

In order to be considered, a fully completed original Employment Application is required
(available on the HR Dept. Employment Opportunities webpage at mashpeema.gov). The
original application must be received by no later than 4:30pm on December 27, 2022 to:

Mashpee Town Hall, Human Resources Department
16 Great Neck Road North
Mashpee, MA 02649

The Town of Mashpee is an EEO/AA Employer
Applications from Women and Minorities are Encouraged

ADMINISTRATIVE ASSISTANT – JOB DESCRIPTION
FIRE DEPARTMENT
TOWN OF MASHPEE, MASSACHUSETTS

SUMMARY

Provides administrative support to the Fire Department and ensures efficient operations of the office and all other work as required. Performs varied duties requiring extensive knowledge of departmental operations. Exercises considerable judgment and initiative in dealing with situations not clearly defined by precedent or established procedures. Exercises perceptiveness, discretion, sensitivity, and tact in assisting the public with complex, time-sensitive, challenging problems, forwarding them to the appropriate staff level personnel, and performing all other related work as required by proper authority. Works with unquestionable integrity to preserve confidentiality. Requires strong organizational, written, and verbal communication skills.

SUPERVISION

Supervision Received: Works under the general direction of the Fire Chief and Deputy Fire Chief. Establishes own work plan and priorities, following established rules, regulations, policies, guidelines and procedures and referring unusual and policy issues to supervisor. Supervision Given: None.

JOB ENVIRONMENT

Work is generally performed in a typical seasonally comfortable office environment with contemporary office systems, tools, equipment, and frequent interruptions.

Makes frequent contact with the general public, town departments, officials, outside agencies, and other governmental organizations that require patience, tact, and discretion; communications involve multiple media, e.g., face-to-face discussion, telephone, e-mail, and hard copy correspondence.

Has access to and must maintain and manage highly confidential information daily, including administrative investigations, employee personnel records, disciplinary records, grievances, labor relations, labor negotiation, and HIPAA-related matters.

ESSENTIAL FUNCTIONS

[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.]

1. Provides administrative and clerical support to the Fire Chief, functioning as a liaison between the Chief and the general public and other Town departments. Supervises office operations, develops, recommends, and implements new office systems to improve the efficiency of the office; oversees
and processes office bookkeeping operations, including payment of invoices, payroll, and monitoring expenditures of Town funds and grants.

2. Prepares correspondence, memos, forms, reports, and statistical data; maintains files; screens calls and mail, providing information and assistance on matters not requiring personal attention of the Chief; schedules appointments and meetings. Distributes notices, prepares agendas, takes minutes, and performs follow-up activities for meetings.

3. Assists in compiling information, data, and salary projection calculations for annual budget preparation.

4. Processes payroll, pay changes, benefits, and leave requests per complex collective bargaining agreement.

5. Tracks anniversary dates for each employee for performance evaluations, step increases and salary increases. Prepares and submits paperwork to process step and salary increases that are authorized.

6. Monitors expenditures of Town funds and grants; coordinates communication with the Accounting Department for all Fire Department accounts; reconciles various accounts and payments;  maintains complex files; prepares regular expenditure reports; prepares cash deposits for the Treasurer.

7. Manages file systems to include personnel records, attendance reporting, administrative investigation files, grievance logs, line of duty records and rosters, Workers' Compensation, and employee contractual benefits.

8. Compiles data for various reports, including the annual town report.

9. Performs duties necessary to process all line of duty packets for injured firefighters and follows through with Human Resources Department and Retirement Board concerning policies and procedures under M.G.L. Chapter 41 Section 111F. Additionally, ensure all forms relative to Workers' Compensation and injured-on-duty claims are completed accurately and forwarded to the Human Resources Department.

10. Under the direction of the Fire Chief, assists with preparing Town-wide applications for state and federally-funded programs. Communicates with state, county, and federal agencies, regarding grant availability, the application process, and status. Tracks grant expenditures and end-of-year grant reports; processes journal transfers.

11. Performs purchasing functions for equipment and supplies; contacts appropriate vendors and tracks purchases; maintains vendor files and correspondence; processes invoices within account guidelines. In addition, maintains and submits annual departmental inventory and disposal reports to the Town Manager’s Office.

12. HIPAA compliance is required to assist the Ambulance Billing Clerk with processing Patient Care Reports for billing and other regulatory requirements.

13. Maintains confidentiality of department records and information on a “need to know basis.”

14. Performs other similar or related duties as required or as the situation dictates

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