Administrative Assistant Board of Selectman

TOWNOF OXFORD

ADMINISTRATIVEASSISTANT

BOARDOF SELECTMEN OFFICE

The Town of Oxford hasan opening for an Administrative Assistant in the Board of Administrative Assistant works under the supervision of theExecutive Assistant to the Board of Selectmen and Town Manager. This positionworks cooperatively with the Assistant Town Managers and Executive Assistant tothe Board of Selectmen to assure the timely and effective operation of theexecutive and administrative functions of the Town. The position providesconfidential administrative support to the office and as such requires utmostdiscretion when dealing with other staff as well as the public.A completejob description is available on the Town of Oxford website. and controlledsubstance testing and background checks are mandatory. The hours and wages forthis position are subject to negotiation based upon the skills andqualifications of selected candidate as well as the administrative needs of theoffice. Please complete an application on the Town of Oxfords will be open until filled.

JOB DESCRIPTION

AdministrativeAssistant-Boardof Selectmen Office
Requisition Code: AABOS
Classification:Non-Exempt-Hourly
Grade/Level/PayRange:Grade11;Levels2-12
Reportsto:Town Manager
Date:November 1 2025
Summary/Objective

The Administrative Assistantworks under the supervision of the Executive Assistant to the Board ofSelectmen and Town Manager. This position works cooperatively with theAssistant Town Managers and Executive Assistant to the Board of Selectman toassure the timely and effective operation of the executive and administrativefunctions of the Town. The position provides confidential administrativesupport to the office and as such requires utmost discretion when dealing withother staff as well as the public.

Essential Functions

Reasonableaccommodationmaybemadetoenableindividualswithdisabilitiestoperformtheessential functions. Must demonstrate cooperative working relationships withfellow employees to ensure the smooth operation of the office including publicrelations interdepartmental relations and employee relations. Under thedirection of the Executive Assistant to the Board of Selectmen office theAdministrative Assistant will perform or assist with all or some of thefollowing autonomously or with guidance:

• Licensing permitting and annual licensing renewals including Alcohol Motor Vehicles the serving of food (Common Victualler Licenses for all eating establishments Automatic Amusement Licenses General Licenses for Outdoor Businesses and Entertainment Sunday and Weekday Entertainment Licenses Flammable Storage Licenses for all businesses in Oxford as well as Special Permits for Animals Unregistered Vehicles and Earth Removal.
• Preparing and publishing the Annual Town Report.
• Issuing Appointments as directed and according to the Town Charter.
• Accurate completion and timely submission of all required or requested reports with State and government agencies.
• Manage legal notification and records of conditions for Nuisance and Dangerous Dog Complaint Hearings.
• Assist in reviewing minutes for accuracy particularly related to votes outcomes.
• Right of First Refusal transactions in accordance with Chapter 61A of the MA General Laws
• Pole Petition Hearings pursuant to M.G.L. Chapter 166 and petitioned by National Grid and Massachusetts Electric Company
• Coordination of all Public Street Layout and Acceptance meeting materials.
• Assist residents in resolving or providing resources for solutions to problems or complaints.
• All other duties as required.

Duties

The AdministrativeAssistant shall:

• Perform administrative duties associated with the operations of the Selectmen Office and composes prepares and sends routine correspondence.
• Interact frequently with the public in person by telephone and make referrals about inquiries questions or complaints to the appropriate Departments.
• Organize and assemble information related to agenda items for presentation to the Board of Selectmen and act upon the requests and directives resulting from Selectmen meetings as directed.
• Receive review for accuracy and completeness and initiate the processing of all license and permit applications to be considered by the Office of the Board of Selectmen.
• Assist Executive Assistant coordinate documents and format materials to produce the Annual Town Report
• Perform necessary research and clerical work associated with the Board of Selectmen issuance of citations proclamations and certificates of recognition.
• Issue appointment papers for certain Town Boards and Committees and maintain records of appointments made by the Board of Selectmen as directed.
• Help coordinate the preparations for Town Meetings with the Executive Assistant e.g. receive requests for warrant articles and print out informational materials to be used at meetings.
• Pay bills associated with the office operations as directed.
• Assist Executive Assistant in scheduling meetings and work to distribute information in timely manner particularly formal actions by the Board of Selectmen.

Required KnowledgeAbility and Skills

The AdministrativeAssistant shall have:

• Thorough knowledge of general executive office procedures.
• Familiarity with various computer operating systems and software.
• Considerable knowledge of modern office management principles and practices.
• Understanding of Town Departments with a comprehension of how they interact.
• Ability to communicate effectively orally (in person and by telephone) and in writing.
• Ability to analyze and interpret various forms of communication and compose appropriate written summaries and/or responses.
• Ability to establish and maintain effective working relationships with employees Department officials and advisory boards.
• Ability to maintain a level head during times of extreme activity; and
• Good interpersonal and communicative skills.

Work Environment

Work is performed underbusy office conditions with regular interruptions. The workload which cannot be given out to unauthorized people. Operation ofstandard officeequipment.

Physical Demands

Minimal physical effortis required to perform duties under typical office conditions. Must be able tolift 30 pounds of weight. Required to frequently stand walk sit speak hearand use a computer monitor.

Position Type andExpected Hours of Work

The hours and wages forthis position are subject to negotiation based upon the skills andqualifications of selected candidate as well as the administrative needs of theoffice.

Travel

Minimaltravelisrequiredforthisposition.

Required Education andExperience

• Undergraduate degree and excellent formal business writing skills.
• Minimum of two years of college preparation or secretarial training majoring in business OR equivalent life experience.
• Familiarity with Massachusetts General Laws and municipal operations and procedures.
• Three years of administrative office experience preferably in a municipal environment.
• Experience working with the public and performing duties in an office that frequently addresses confidential matters.

Work Authorization

ProvideappropriatedocumentationtoverifyyourauthorizationtoworkintheUnitedStates.

AAP/EEO Statement

The Town is committed toproviding equal employment Town will not discriminateagainst employees or applicants for employment on any legally protected classstatus including but not limited to race color religion sex sexual orientationas defined bylawnationaloriginmemberofuniformedmilitaryservicesphysicalormentaldisabilityageasdefined by law or genetic information.

Other Duties

Pleasenotethisjobdescriptionisnotdesignedtocoverorcontainacomprehensivelistingofactivities duties or responsibilities that are required of the employee forthis job. Duties responsibilities and activities may change at any time withor without notice.