Westport News

High school graduation supplemented by courses in office administration or bookkeeping; one to three year’s office administration and/or record keeping experience; experience in a municipal setting and in dealing with the public strongly preferred; or an equivalent combination of education and experience.  Excellent customer service skills are required.  As well as skill in typing and computer applications.  Ability to maintain detailed records, to prepare reports from same and to work under time constraints to meet deadlines.  Pay range $15.10 - $16.78 – 35 hrs./week.  Application & job description available at the Secretary to the Board of Selectmen’s Office, 816 Main Rd., Westport, MA 02790.  Deadline is February 9, 2010 at 3:00 p.m.  AA/EOE.


Definition
Technical and clerical work assisting the Office Manager and/or the Assistant Assessor with municipal tax assessment activities; all other related work as required.
 
Supervision
Works under the direct supervision of the Office Manager and/or the Assistant Assessor following department rules, regulations and policies, requiring the ability to perform operations and to complete assigned tasks according to a prescribed time schedule.

Performs a variety of functions of a technical nature, following procedures requiring knowledge of departmental operations.  Tasks and activities are generally defined by precedent or established guidelines and are performed under close supervision.

Job Environment
Work is performed in typical office conditions, with frequent interruptions to handle inquiries at the public counter and on the telephone.

Operates computer and general office equipment such as copier, fax, and telephone.

Makes constant contacts with the general public requiring courtesy and discretion, knowledge of certain departmental operating procedures, accuracy and attention to detail, excellent customer service skills especially clarity in presentation and explanation of complex, technical material and information.

Has access to a limited amount of department-related confidential information, such as information on income and assets reported by the public on applications for tax abatement or exemption.

Errors could result in significant delay or loss of services, poor public relations, and possible monetary repercussions.

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.

Helps the public in the office and on the telephone by furnishing a variety of information; helps taxpayers in applying for abatements and exemptions; assists the public in locating maps and parcels and property cards and explaining laws; helps other town departments and state agencies by providing information and reports such as locating abutters of specific properties and typing lists with current addresses.

Maintains computer programs for agricultural, recreational, and forestry exemptions.  Maintains and updates a wide variety of information systems, maps, files and records; assists with the maintenance and updating of property files to reflect property sales and transfers.  Posts subdivision plans on appropriate maps.

Prepares all boat bills for disbursement by the Collector; prepares excise tax bills and processes requests for motor vehicle and boat excise abatements.  Reconciles monthly list of abatements.

Posts building permits sent from the Building Inspector on appraisal cards and computer.
Files excise bills, address changes in appropriate places.

Prepares a variety of documents that include correspondence, warrants, spreadsheets and forms on computer programs.

Works on special projects and performs similar or related work, as required, or as situation dictates, for example owner’s lists and data changes.

Recommended Minimum Qualifications

Education and Experience
High school graduation supplemented by courses in office administration or bookkeeping; one to three year’s office administration and/or record keeping experience; experience in a municipal setting and in dealing with the public strongly preferred; or an equivalent combination of education and experience.

Knowledge, Ability and Skill
Knowledge.  Knowledge of office practices and procedures.

Ability.  Ability to maintain detailed records and to prepare reports from same.  Ability to work effectively under time constraints to meet deadlines. Ability to organize clerical and statistical records.  Ability to operate various types of office equipment including a computer.  Ability to deal tactfully and appropriately with the general public and town departments in an effective manner.

Skill.  Excellent customer service skills. Skill in typing and computer applications.

Physical Requirements
Minimal physical effort generally required in performing duties under typical office conditions. Position requires the ability to operate a keyboard and standard office equipment at efficient speed.  The employee is frequently required to use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms.  The employee is frequently required to sit, talk and hear.

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.