Office Manager (PDF)
 Town of Lexington | |
 United States, Massachusetts, Lexington | |
| 1625 Massachusetts Avenue (Show on map) | |
 Jan 28, 2025 | |
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EMPLOYMENT OPPORTUNITY
Town of Lexington We are currently accepting applications for the full-time position of: OFFICE MANAGER FOR ASSESSOR'S OFFICE Finance Department Starting Hourly Range: $62,952 - $71,840 Excellent benefits package Under the direct supervision of the Director of Assessing, and the indirect supervision of the Assistant Director of Assessing, this position initiates and oversees the majority of the customer service (taxpayer interface) work to support the overall operations of the Finance Department and specifically, its Assessing Division. All administrative staff members report to this position. ESSENTIAL JOB FUNCTIONS * Responsible for the completion or delegation of day-to-day administrative efforts regarding data entry for real estate deeds, (business) Personal Property, and statutory decisions concerning applications for exempt (3ABC) parcels, motor vehicle excise tax abatement, and Town real estate exemption by-law programs (including the Community Preservation Act (CPA), and tax deferrals). * Compiles, as requested by the Director of Assessing, data needed for studies, reports, and recommendations. Coordinates activities with other Town departments (community development, engineering, planning, etc.) as well as outside agencies as needed. * In conjunction with the Director of Assessing, serves as the central information point and responds to inquiries from the general public, other municipalities, agencies and boards. * Presents cyclical commitments to the Lexington Tax Collector for MV Excise, Real and Personal Property, CPA, and PILOT (payment in lieu of taxes) agreements. Processes special assessment payoffs for "betterment" purposes. Attends to details of the automated abutters' lists mailing requests. * Directs administrative team as necessary to respond to requests that come from the public counter, over the phone, via fax or email. * Accountable for the processing, verifying, routing, and maintenance of official records and documents. Provides access to public records in compliance with the MA State public records regulations. Arranges for shredding or disposal of confidential records and materials, based on MA State disposal/shredding schedules. * Provides oversight and quality control review of the input of property record changes: transactions/deeds, address changes, etc. that are entered into the Computer Assisted Mass Appraisal (CAMA) software system. INTERNAL APPLICANTS ONLY- Closing date Tuesday, Feb 4, 2025 The REQUIRED Town of Lexington application form and cover letter must be received in the Town's Human Resource Department. This position is open until filled. * Responsible for bi-weekly payroll and related attendance reports, bi-weekly bill payment, structuring vendor bids, and obligating purchase orders. Provides assistance to the Director of Assessing in reviewing department budgetary accounts and ensures that spending activities stay proportional to annual budget. * Maintains a variety of confidential files and records (paper or electronic). * Provides support to the Board of Assessors (BOA). Sets up written agenda and monthly meeting room choice. Takes minutes (written notes) during all public BOA meetings, gets minutes approved by BOA, and sends on to Lexington public archives (web portal, etc.) as required. * As directed by the Director of Assessing, works in conjunction with the Assessing Office valuation staff members on projects that mostly concern valuation issues. * Performs special projects and other related duties as required, directed, or as the situation dictates. * Regular attendance at the workplace is required. SUPERVISORY RESPONSIBILITY * Provides direct supervision to office support staff. MINIMUM EDUCATION & EXPERIENCE High School diploma (GED, or equivalent), and a minimum of seven (7) years of increasingly responsible experience in administrative support, financial software, and front counter work (direct customer contact). Additionally, candidates must be willing and able to take annual off-site course work required to obtain the Massachusetts Accredited Assessor (MAA) designation, all within 48 months of hire date. The MAA designation requires the successful completion of some 8-10 primary courses. DESIRED EDUCATION & EXPERIENCE Bachelor's Degree, Notary Public designation, office administration employment related to: municipalities, legal, real estate, banking, surveying, or engineering; experience in using Computer Assisted Mass Appraisal (CAMA) software [such as VSGI (Vision), RRC, and/or Patriot] and/or financial software GL/AP/PR [such as Munis]. PREFERRED QUALIFICATIONS Knowledge of: * Operations, responsibilities, and rationale of a tax assessment program * Fundamentals of Computer Assisted Mass Appraisal (CAMA) systems, particularly with Vision Appraisal software (or similar) and/or Munis Financial software (or similar). * Fundamentals of Geographic Information Systems (GIS), HTML, Laserfiche * General knowledge of mapping, land surveying, and building zone concepts * Awareness of applicable Federal, State and local laws, codes, and regulations Ability to: * Utilize typical office software: M/S Excel, Outlook, and Word at beyond beginner levels * Display courtesy, patience, tact, and maintain cooperative spirit with the taxpaying public and others * Prepare concise written reports; perform a variety of complex tasks, often under deadline pressures * Learn to operate software necessary to perform assigned duties * Multitask, concentrate, and perform administrative support services in a busy environment. * Remember with clarity a variety of task instructions, municipal law, and preferred procedures, etc. * Communicate clearly, both orally and in writing, and maintain effective work relationships. WORKING CONDITIONS & PHYSICAL DEMANDS Work is performed in a standard office environment, not subject to extreme variations of temperature, noise, odors, etc. Operates computer, printer, photocopier, postage machine, fax machine, telephone, and other basic office equipment. Work requires extended periods of sitting, reaching, typing, and mousing, which requires eye- hand coordination and finger dexterity. May occasionally require lifting and/or moving objects up to 25 pounds 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 INTERNAL APPLICANTS ONLY- Closing date Tuesday, Feb 4, 2025 All applicants are required to complete a Town application form, available from the Internet at www.lexingtonma.gov, email jobs@lexingtonma.gov, calling (781) 698-4590 or by visiting the Human Resources Department. 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 the: Human Resources Department, Town of Lexington 1625 Massachusetts Avenue, Lexington, MA 02420 (781) 698-4590 | |