Executive Assistant to the Town Manager
JOB TITLE: Executive Assistant to the Town Manager
DEPARTMENT/LOCATION: Town Manager and Selectboard
REPORTS TO: Town Manager
FLSA STATUS: Exempt
GRADE LEVEL: Grade 9, Personnel Policies
SALARY RANGE: $33.04 - $44.60 per hour. Actual salary dependent on qualifications
1. Nature of Work: The Executive Assistant to the Town Manager is responsible for performing executive level administrative duties in support of the Town Manager and Selectboard Office. Employee is required to perform all similar or related duties including confidential and time-sensitive material.
2. Supervision Received: Employee works under the general direction of the Town Manager. Employee plans and carries out the regular work in accordance with standard practices and previous training, with substantial responsibility for determining the sequence and timing of action and substantial independence in planning and organizing the work activities, including determining the work methods. The employee is expected to solve through experienced judgment most problems of detail or unusual situations by adapting methods or interpreting instructions to resolve the particular problem. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor, but ordinarily the employee plans the work, lays it out and carries it through to completion independently. Work is generally reviewed only for technical adequacy, appropriateness of actions or decisions, and conformance with policy or other requirements; the methods used in arriving at the end result are not usually reviewed in detail.
3. Supervisory Responsibility: Employee is accountable for the quality and quantity of work done by subordinates and assures the accomplishment of the assigned work in the prescribed manner. Plans, schedules, and coordinates work operations to meet schedules, deadlines and priorities; revises work schedules to meet changes in workload or availability of manpower; makes recommendations to management regarding operational and personnel matters.
Employee provides direct supervision over one (1) full-time employee, an occasional intern and volunteer. Employee supervised work at the same location and the same work shift. Work operations are subject to substantial cyclic or seasonal fluctuations.
4. Confidentiality: Employee has access to Town-wide confidential information, including personnel files, collective bargaining, lawsuits, criminal investigations and records, client records and department records.
5. Accountability: Consequences of errors, missed deadlines or poor judgment may result in adverse public relations, legal repercussions, and jeopardize programs.
6. Judgment: Work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices, and precedents which may be complex or conflicting, at times. Judgment is used in analyzing specific situations to determine appropriate actions. Exercises independent judgment on day-to-day matters with guidance as needed from the Town Manager.
7. Complexity: Work consists of the practical application of a variety of concepts, practices, and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts or data using specialized fact-finding techniques; or determining the methods to accomplish the work.
8. Nature and Purpose of Relationships: Relationships are primarily with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations such as other municipalities, state and/or federal agencies. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with uncooperative or uninformed persons. Employee may furnish news media with routine information such as meeting agendas or departmental procedures.
9. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type 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.
a. Serves as office manager for Selectboard/Town Manager office and manages the day-to-day administrative operations of the Town Manager’s office in the absence of the Town Manager.
b. Performs a variety of executive administrative duties and customer service work for the Town Manager’s Office in accordance with Massachusetts General Laws, Town Bylaws and other applicable regulations; prepares documents and correspondence, answers and screens telephone calls, and meets with visitors; schedules meetings as required.
- Responds to citizen and staff inquiries, requests, and/or complaints from the public in person, on the telephone, and in writing; or refers individual to the appropriate individual for assistance as needed transmits and explains Town Manager’s directions as necessary.
d. Manages licensing under the purview of the Selectboard’s office (event, liquor, common victualler, auto dealer, transportation etc.) and in compliance with state laws and policies implemented by the Alcoholic Beverages Control Commission (ABCC).
e. Manages and supervises the issuance of Event Permits and One-Day-Liquor Licenses and the scheduling of public safety meetings with department heads for larger events, as needed.
f. Coordinates Selectboard meetings including the preparation and distribution of Board information meeting postings and minutes in accordance with Open Meeting Law, meeting packets, legal postings hearing notices, public information and presentations.
g. Coordinates all aspects of Town Meetings (logistics, warrant, personnel, presentations, handouts, information tables, motions and public information).
h. Coordinates and schedules monthly Department Head meetings.
i. Maintains and updates Town-wide phone lists.
j. Coordinates various projects, grants, and FEMA reimbursement and conducts independent research as required.
k. Serves as a liaison between the Town Manager, Selectboard, the public, board/committee members, Town staff, and outside agencies/organizations as needed.
l. Prepares various letters and correspondence on behalf of Town Officials.
m. Responsible for conducting research as necessary in order to ensure that the Town Manager and Selectboard’s office procedures and practices are in accordance with applicable MA General Laws (emphasis on Open Meeting Laws, Public Records Laws, and Licensing), Town Bylaws, and Town policies and procedures.
n. Prepares and administers an operating budget for Town Meeting, Selectboard’s office, and various Town Committees.
o. Manages and works collaboratively with insurance provider and internal team regarding Professional Liability, General Liability, Property and Casualty and Automobile Insurance Policies for the Town and School and all related reward programs, processing of claims, payment of premiums, and other related responsibilities including attending quarterly Risk Management meetings and review of contract insurance requirements recommended by insurance provider.
p. Prepares the Annual Town Report and manages the inclusion of all related reports and submissions from Town Departments, Boards and Committees.
q. Manages and oversees the retention and archive filing of Selectboard documents Town’s archive storing/filing system, maintenance of office files, Selectboard packets, and minutes.
r. Prepares payroll for the Town Manager’s office and Selectboard members and also maintains and tracks accrued time (vacation/personal/sick) for the department.
s. Supervises and manages Accounts Payables and Accounts Receivables and tracks and monitors budget lines.
t. Supervises and manages all Selectboard, Board and Committee appointments, re-appointments, and resignations, also including those appointed by the Town Moderator, and collaboratives with the Town Clerk’s office in maintaining a member database.
u. Manages postings on the Town’s website including Town News, Town Meeting information, for the department and board/committee pages.
v. Communicates with local, state and federal government officials as needed.
w. Participates in various working groups/committees, as needed.
10. Recommended Minimum Qualifications
Education and Experience: Position requires a college degree and three to five (3-5) years of executive office experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Municipal experience a plus.
Special Requirements: Certification as a Notary Public.
11. Knowledge, Abilities and Skill
Knowledge: Thorough knowledge of town government and department operations and procedures; professional office procedures. Knowledge of pertinent state laws and regulations; working knowledge of office software including word processing, internet, spreadsheet applications and PowerPoint; operation of standard office equipment such as copiers, printers and fax machines.
Ability: The ability to read and understand the insurance requirements of contracts, interact effectively and appropriately with the public and co-workers; ability to complete multiple tasks in a timely, detailed and accurate manner, to perform multiple tasks; a effectively interact tactfully, and de-escalate situations when a members of the public is upset; e ability to communicate effectively in written and oral form while maintaining professionalism and confidentiality, as needed.
Skill: Proficient computer skills including word processing and spreadsheet applications. Leadership and conflict resolution skills, as well as, organizational recordkeeping and administrative skills, communication and presentation skills and attention to detail.
12. Work Environment: Employee performs work in a typical office setting with frequent interruptions.
Occupational Risk: Work is performed in a general office setting. Duties generally do not present occupational risk to the employee.
13. Physical and Mental Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.
Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. The employee is required to occasionally lift objects such as ledger books, photocopy and/or computer paper.
14. Motor Skills: Position requires basic motor skills for activities such as operating a personal computer and/or most other office equipment, typing and/or word processing, filing, moving objects, and sorting of papers.
15. Visual Demands: Position requires the employee to routinely read documents and reports for understanding and analytical purposes.
(This job description does not constitute an employment agreement between the employer and employee and it subject to change by the employer as the needs of the employer and requirements of the position change.)