The Town of Dedham seeks highly qualified candidates for the position of Office Manager in the Health Department. Supervised by the Health Director, the Office Manager is responsible for completing different daily and complex managerial duties and shifting attention from one task to another to support the operations of the Health Department. The Office Manager must have excellent written and verbal communication, organization, and interpersonal skills as this work requires attention to detail to effectively maintain and support Department functions. The ability to maintain confidentiality is critical.

Qualifications

Education & Experience

• High school diploma required.
• An associate degree or college coursework in accounting or related field is preferred but not required.
• Five years or more of office experience with extensive customer service, public relations, and training in office procedures, business, and computer applications.
• Any equivalent combination of education and experience will be considered.
• Must receive an acceptable CORI/SORI report.

Knowledge, Ability & Skill

• Proficiency in the use of Microsoft Office Suite, financial software and willingness to learn new software programs as needed.
• Possess a thorough knowledge of and familiarity with modern office equipment, technology, and electronic equipment.
• A high degree of organizational skills, time management and attention to detail.
• High level of professionalism and the ability to maintain confidentiality.
• Ability to prioritize, multi-task, and handle diverse tasks.
• Ability to understand written procedures, and understand complex, multi-step written and oral instructions.
• Ability to work independently and as part of a team required.
• Ability to take initiative, exercise sound judgment and make decisions within scope of their authority.
• Ability to work independently with minimum supervision.
• Availability to attend some meetings or events during the evening or on weekends.
• Proficiency in bookkeeping, typing, and filing.
• Ability to relate and communicate in a positive manner and deal tactfully and appropriately with the public, vendors, and Town departments.
• Recognizes when communication should be referred to a supervisor.
• Support the mission, vision, policies, and procedures of the Health Department.
• Ability to organize and maintain detailed and extensive records and prepare statistical and financial reports.
• Ability to work effectively under time constraints to meet deadlines.
• Excellent verbal and written communication skills.
• Must be able to develop a working knowledge of regulations, state statutes and legal requirements of assigned department activities.
• Bilingual abilities are a plus.

Essential Functions of the Job

• Oversees and executes annual permitting for applicants and the public, manages online permitting systems including but not limited to food establishments, pools, funeral homes, dumpsters, hauler/installer, body art, recreational camps for children and tanning establishments to ensure compliance with state and local standards and regulations.
• Maintains frequent communication with public and business owners in person, through permitting software, telephone, mail, and email correspondence.
• Generates department correspondence, collaborates in maintaining all department records, generates statistical reports, processes purchase orders, maintains records of department expenditures, and performs other general office duties.
• Administers and implements programs and policies of Health Director and the Massachusetts Department of Public Health (MDPH).
• Deals in sales of sharps containers, collects permit and associated fees, completed applications, and processes them.
• Takes Board of Health meeting minutes.
• Assists with Freedom of Information Act (FOIA) requests.
• Processes department payroll; responsible for accounts payable and receivable; maintains records of receipts and expenses.
• May be required to attend Board of Health Meetings and assist in the coordination of meetings, including preparation, printing, and delivery of handouts.
• Provides departmental information and assistance to the public in person, mail, and email correspondence.
• Keeps database of businesses that require permit application renewal, permit payment status, and permit renewal reminders to businesses.
• Assists with immunization clinics.
• Assists residents in accessing community resources for financial and social services support.
• Performs similar or related duties as required.

How to Apply
Please use this link to apply online or email cover letter and resume to recruiting@dedhamma.gov.

The Town of Dedham is an equal opportunity employer. M/F/D/V and does not discriminate based on race, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation or any other legally protected status. We celebrate our diverse community by respecting and appreciating our individual differences. Our inclusive culture energizes all of us to belong, collaborate, and grow.