New 
Administrative Assistant (PDF)
 Town of Lexington | |
 United States, Massachusetts, Lexington | |
| 1625 Massachusetts Avenue (Show on map) | |
 Mar 17, 2026 | |
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EMPLOYMENT OPPORTUNITY
Town of Lexington We are currently accepting applications for the full-time (35 hours per week) position. Administrative Assistant Town Clerk Office INTERNAL APPLICATIONS ONLY Starting Hourly Rate: $30.47 - $34.77 Excellent Benefit Package The REQUIRED Town of Lexington application form and cover letter must be received in the Town's Human Resource Department - by Friday, March 27, 2026 Summary Provides complex office and administrative support to the Town Clerk in management of the office. Guides the department by coordinating the administrative functions in an office with multiple clerks and in implementation of Open Meeting Laws, Election laws, Conflict of Interest laws. Processes with priority, clerical and administrative tasks of the department; perform all other related work, as required. 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. * Provides internal and external customers service via telephone, written communications, email, and in person. * Processes RMV, in-person, and mail-in voter registrations, and census, changes of address and changes of party requests, daily. Manages the yearly voter in-activations, yearly, and conducts the mass deletions processes, biannually. * Processes RMV, in-person, and mail-in voter registrations, and census, changes of address and changes of party requests, daily. * Leads and prepares processes and tasks associated with elections, including preparing nomination papers, certifying signatures for petitions, and nominations. Prepares voter lists, maintains lists of elected officials, oath affirmations and filling town meeting vacancies. * Posts meeting notices, schedules and agendas for numerous Town Boards and Committees. Ensures compliance with MGL Open Meeting laws. Gathers each meeting's minutes for archiving to public records portal. * Maintains list of multiple committees to ensure accuracy and currency of membership rosters, and to meet oath affirmation and ethics requirements. * Processes annual dog licenses. * Processes Business Certification requests. * Fulfills public records requests daily, including preparing and completion of certified copy requests. Redacts data according to Public Records law. * Manages registration of birth, death, and marriage certifications. Maintains databases for each category. Processes and registers Affidavit and Correction requests; Registration of Home Births and Out of Commonwealth requests. * Oversee biweekly payroll for Town Clerk's office employees and for election workers. Maintains personnel records including timesheets, Personnel forms, office calendars, time-off requests and accruals. * Processes and maintains confidential files and records. * Responds to questions and provides assistance to other Town department staff. * Provides Notary Public services. * Reviews annually records for destruction of records according to MGL. the Massachusetts Municipal Retention Schedule. * Determines and reviews Town Clerk's office to ascertain available space for storing additional permanent records. Initiates transfer of records from Town Clerk's office to the vault. * Provides administrative computer support by creating reports and Access tables. * Assists with research and compiles information. * Performs special projects. * Assists with the EV/AV Vote by Mail process which includes entering the applications into VRIS, contacting voters when an application is incomplete, tracking and fulfilling requests, and mailing out of ballots and return processing of ballots. * Reviews the Town's website, periodically. Test links and reports issues to IT. * Collaborates with IT to develop new forms to expedite processing, including uploading committee meeting minutes and adding Raffles to electronic processing. * Conducts historic research by finding dates for queries. * May attend meetings, including night and/or weekend meetings. * *Performs other similar or related duties, as required or as situation dictates Supervision Supervision Scope: Performs varied, responsible, and specialized functions requiring an in-depth working knowledge of Mass General Laws, and 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 broad guidance of the Town Clerk following Mass General Laws, and department rules, regulations, and policies. Duties require the ability to plan and perform complex operations and independently complete tasks and meet prescribed time schedules and deadlines. Supervision Given: May lead, guide and direct large number of volunteers. Provides direction and guidance to other department staff as needed and during special projects. Recommended Minimum Qualifications Education, Training and Experience Associates degree or equivalent plus minimum of 3 years of increasing responsible administrative support and customer service experience or an equivalent combination of education, training, and one to three years of experience working with the public is required. Computer literacy is required. Demonstrate knowledge of Mass General Laws is required. Special Requirements: Notary Public Appointment. Assistant Registrar Appointment. Knowledge: Knowledge of current Mass General laws, specifically for election law, Open Meeting law, and Conflict of Interest regulations, rules, practices, and procedures. Knowledge of municipal budgeting, payroll, finance, and financial record keeping. Knowledge of town government. Extensive knowledge to implement department rules, regulations and policy, and federal, state, and local laws. Knowledge and skill to manage complex databases. Knowledge of payroll processes and associated federal, state, and local laws. Knowledge to conduct research projects and write reports. Knowledge of management to lead, guide, and direct volunteer staff. Expert knowledge to research and manage complex projects. Ability: Ability to interact appropriately and tactfully with the public, colleagues, and town staff. Ability to maintain detailed and accurate records. Ability to work independently. Ability to follow detailed timetables and set and meet deadlines. Ability to multi-task. Ability to research, interpret and implement Mass General Laws. Ability to maintain current knowledge of election law, Conflict of Interest and Open Meetings laws and regulations. Ability to manage volunteers. Ability to maintain confidentiality. Skills: Excellent customer service and organizational skills. Excellent written and verbal communication skills, including proficiency in grammar, spelling, English composition, and punctuation. Proficient computer skills including MS Office Suite applications. Proficient computer literacy (knowledge and skill) and skill in using department related software applications, including voter registration and election software, and payroll processing and report generation software. Proficient skills to maintain an environment involving close contact with coworkers and the public. Job Environment * Work is performed in office environment with moderate noise levels, and occasionally in high, precarious places. Work is subject to fluctuations, and administrative deadlines. Works evenings and weekends. * Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment, including postage machine, laminator, wand/scanning tools, and automatic envelope opener. * The employee has frequent contact with residents, business owners, voters, candidates, and other internal and external customers. * The employee has access to confidential department information. * Errors could result in monetary loss and legal ramifications. 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 accommodation 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; and use hands to finger, handle or feel. Frequently the employee is required to stand, walk, sit, and reach with hands and arms. Occasionally the employee is required to climb or balance and stoop, kneel, crouch and/or crawl. The employee frequently must lift and/or move objects weighing up to 10 pounds; occasionally the employee must lift and/or move objects weighing up to 30 pounds; and the employee seldom must lift and/or move objects weighing up to 60 pounds. Close, distance, color, peripheral vision, and depth perception are necessary. Vision and hearing at or correctable to normal ranges to read documents and analyze data is required. This position requires the ability to operate a keyboard at efficient speed. 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. Pay Equity/Equal Opportunity/Americans with Disabilities Act Employer APPLICATION PROCESS All applicants are required to complete a Town application form. 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 | |