Town of North Beach – Office Assistant Position
North Beach is currently hiring for a full time entry level position. Applicantshouldbeadetail-oriented, self-motivated person who can provide administrative support for the Town Hall. Salary is commensurate with experience. Excellent benefits. Detailed job description available by visiting www.northbeachmd.org. Individuals should submit letter of interest and resume to: Stacy Wilkerson, Town Clerk, Town of North Beach, P.O. Box 99, North Beach, MD 20714. Open until filled. First review July 11, 2016. EOE.
Detailed Job Description for Office Assistant:
JOB SUMMARY: This administrative position provides support to the Town Hall Staff; assist the general public and other departments with various requests, inquiries or problems; serves as back up to other staff as needed.
ESSENTIAL JOB FUNCTIONS: (Functions vary with assignments/department, not all functions performed by all incumbents)
Responsible for Record Management, reporting and renewals for Vacation Rental and Housing Rental Units.
Responsible for Business License Application and renewals and data base management.
Assist with Water and Sewer Billing and database updates.
Assist with the production of marketing materials and promotional literature.
Upload marketing material, event information and event photos on online event sites and social media accounts as directed; be responsible for distributing town brochures to all Maryland and Calvert County Visitor’s Centers.
Assist with promotion and booking North Beach Wedding Venues.
Gather data, mail or email town brochures and information as requested. Follow up with leads and requests for information. Distribute and hang event posters and flyers to locations in immediate areas (post offices, stores, library, senior center, schools, etc.).
Provide support for events and meetings as required. Attend some farmers’ markets and special events to offer assistance with taking photographs, handing out giveaways, surveys, judging, etc.
Assist with updating calendar, gathering articles, printing and distribution of town newsletter.
Compose and post online content to the town website: upload forms; upload photos to photo galleries; update calendar with event dates and include event poster and all information pertaining to the event; create and send out email blasts regarding road closures, water main flushing, committee updates and flyers, trash and recycling information,~train and post notices under Calvert County Emergency Notification System, etc.
Reformat and upload graphics for various promotional previews; maintain and update recycling guide and maybe trash list.
Receive and greet all visitors including, residents, vendors, clients, customers and other visitors having business with the town, and assist, other departments if appropriate.
Provide telephone reception services to the general public and/or staff, assist callers and/or route to appropriate staff.
Performs basic office and clerical duties such as making copies, sending and receiving faxes, distributing faxes to appropriate staff/departments, and obtaining signatures on documents as needed.
Enters various data/information into database(s) related to department functions or activities; update database(s) as needed.
Prepares complex, routine and non-routine reports, receives, sorts, and summarizes materials for the preparation of reports, prepares work reports.
Completes special projects as assigned by supervisors in support of department goals.
SKILLS
Computer Savvy, Oral and Written Communication, Well Organized with a Customer-Oriented Approach, Creative, Good Team Working Skills, Ability to Multi-Task, Able to Work with Deadlines, Prior experience with Wedding Venue Promotions and Catering is a plus.
SOFTWARE
Microsoft Office, including Publisher and Power Point;~ Internet, eBridge.
MINIMUM QUALIFICATION REQUIRED:
High School Diploma or equivalent;
Prior experience in Wedding Planning/Catering a plus; and
Three years or more of related experience; or
Any combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential function of the job.
KNOWLEDGE AND ABILITIES:
Recordkeeping, report preparation, filing methods and records management techniques.
Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a computer.
Correct English usage, including spelling, grammar, punctuation and vocabulary.
All computer applications and hardware related to performance of the essential functions of the job.
Department organization, standard operating guidelines and policies, rules and regulations.
Prior experience in Wedding planning and catering.
Preparing clear and concise reports, correspondence and other written materials.
Communicating orally and in writing with internal staff, clients, the general public, and other department staff in order to give and receive information in a courteous manner.
Operations and routine maintenance of general office machines such as copiers and telephone systems.
Using a computer to accurately and rapidly enter and retrieve data and information.
Operating and maintaining all assigned equipment required to perform the essential functions of the job.
MENTAL AND PHYSICAL ABILITIES
Ability to establish and maintain effective working relationships with a variety of people.
Ability to read and comprehend instructions, routine correspondence and memos.
Ability to understand and carry out oral and written instructions.
A minimum six (6) month probation period.
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