ADMINISTRATIVE INTERN –TOWN OF RYE
The Town of Rye is accepting resumes for the full-time position of Office Assistant – Automated Systems.
Located in the hills of Southeastern Westchester, the Town of Rye is comprised of the Villages of Port Chester and Rye Brook, and the Rye Neck portion of the Village of Mamaroneck. It contains three school districts and operates two parks, Crawford Park and Rye Town Park. The Town is responsible for Town Records, the assessment of 11,200 parcels and the collection of taxes totaling more than $200 million annually. It operates one of the busiest justice courts in the state of New York. Approximately 49,000 people reside in the Town of Rye.
You will join a fast-paced management team that oversees operations for all service areas. The Administrative Intern works directly with the Town Administrator as an assistant who will carry out projects of a broadly-defined nature, requiring a high degree of initiative, good judgment, energy, discretion and tact. This position will offer increasing levels of responsibility. This is a great place to begin a career in municipal management.
This is a not a seasonal internship but a full-time, year long position.
RESPONSIBILITIES
Percentage of time spent on office task:
40% - Administrative Support for Town Administrator and Supervisor's Office
10% - General Purchasing Needs/Support
10% - Coordinate the office's Information Technology
20 % - Public Relations, Marketing Support and Community Events
15% - RTP Commission support
5% - Grant Administration support
Administrative Support for Town Administrator and Supervisor's Office
Ad Hoc analysis projects
Schedule meetings
Regular filing and related tasks
Regular organization of office
Send industry association Meeting Invitations to Town Council and collect responses
Send community events & flyers to Council & Commission
RFP & RFQ Support – posting, some drafting
Assist Town Administrator in organizing office and filing
Assist Book keeper with Filing as needed
General Purchasing Needs/Support
Execute purchase orders for Town and Park in compliance with budget and purchasing policy
Perform occasional analysis of purchasing or billing patterns
Research government purchasing sites for best value on all Town and Park purchasing
Maintain a record of purchases for compliance
Coordinate the office's Information Technology
IT Support for Laptops, iPads, related tech, software integration and subscriptions
Work with IT support providers to manage users & Emails
Liaison with Town’s Video Production Engineer
Upload and post recordings of the monthly Town Council and Park Commission meetings
Communications Support
Website Master
Social Media Coordination
Design event Fliers
Administer Zoom Meetings
Community Events
Support and take the lead on some of TOR and RTP's Community Relations Programming
Rye Town Park Commission Support
Prepare meeting binders and compile minutes for the park commission
Publish minutes and resolutions once approved
Upload Meeting videos to website & Youtube
Grant Administration
Assemble documentation for grant reporting, submittals and compliance.
DESIRED ABILITIES AND ATTRIBUTES
• A positive and solution-oriented attitude with the desire to learn
• Ability to meet deadlines
• Discretion and trustworthiness in handling confidential information
• Strong organizational, administrative and time management skills
• Structured thinker with the ability to see the big picture as well as focus on details
• Demonstrated record of high standards and accuracy
• Advanced proficiency in Word, Excel, PowerPoint & Adobe
• Adept at Information Technology with learning new software
• Great written and verbal communication skills
• Public Service orientation with excellent interpersonal skills
• Independent self-starter with ability to anticipate what will be needed next
REQUIRED KNOWLEDGE, SKILLS, ABILITIES, ATTRIBUTES:
Good knowledge of office terminology, procedures, equipment and business English; knowledge of proper grammatical usage, punctuation and spelling; familiarity with the capabilities of computer software applications to produce various document formats such as correspondence, reports, tables. charts and file storage; ability to plan, organize and efficiently perform clerical functions; ability to manipulate a standard alphanumeric keyboard at rate of 35 words per minute; ability to effectively use computer applications such as spreadsheets, word processing, calendar, e-mail and database software to produce a variety of formats for correspondence, records, reports and maintenance of files; ability to read, write, understand and communicate in English sufficiently to perform the essential functions of the position; ability to operate a variety of office machines; ability to understand and carry out oral and written instructions; ability to deal effectively with the public; ability to get along well with others; discretion; tact; courtesy, accuracy; good judgment; physical condition commensurate with the demands of the position.
MINIMUM QUALIFICATIONS: Possession of a high school or equivalency diploma.
Compensation: $40,000 – 45,000 depending on qualifications and experience.
Submit a resume (including a copy of your transcript) and letter of interest to DReisner@TownofRyeNY.com
Forms:
Fill out the following forms to complete your application.
- Application
- W-4
- I-9 Form
- State Form IT-2104
- Retirement Option Form
- Retirement System Registration (Rs5420)
- Emergency Contact Form
- Background Screen Form
- Direct Deposit Form
