Executive Assistant to Select BoardTown Manager Office

Definition:The Executive Assistant provides advanced administrative advisory technical and clerical support to the Select Board/Town Managers Office and serves as the primary point of contact. This position performs a wide range of administrative and organizational functions to support the efficient operation of the office ensure clear communication with departments and the public and assist with planning tracking and completing projects and initiatives. The role requires discretion initiative and the ability to manage multiple tasks and deadlines simultaneously. Privy to confidential information regarding individuals litigation personnel collective bargaining contracts and CORI information.

Supervision: Works under the regular direction of the Town Manager and Human Resources & Licensing Manager in conformance with departmental policies and procedures.

Essential Duties and Responsibilities:The essential functions or duties listed below are intended only as illustrations of the various types 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.

• Provides information and assistance to the public; responds to inquiries requests and concerns on the telephone and in person and refers individuals to other resources as deemed appropriate.
• Prepares agendas for Select Board meetings attends evening board meetings and takes official minutes.
• Writes correspondence and completes necessary forms to follow up on the votes and direction given by the board; maintains current files accurate databases and other legal records for the board.
• Assists applicants with Select Board licensing applications and issues; reviews license applications for accuracy and compliance with state and local laws. Schedules and provides notice of all required hearings reviews status of specific licensees and recommends license modifications where appropriate.
• Prepares routine correspondence responsible for designing and maintaining physical and digital filing systems in the office.
• Opens and distributes daily mail.
• Manages relevant Department pages on the Town Website and digital agenda software.
• Assists HR & Licensing Manager with onboarding practices benefit enrollment and personnel files.
• Prepares reports and files weekly schedule of payables to accounting and manages all accounts under the Town Managers departmental budget; prepares and processes deposits of funds under the jurisdiction of the Town Manager; prepares Annual Town Report and submits reports to various state agencies.
• Oversees Towns credit card and Amazon Business accounts.
• Receives parking ticket appeals and provides judgements.
• Manages Workers Compensation Claims Injury on Duty Claims Property Damage Claims Personal Injury and Town Vehicle claims. Works closely with insurance companies employees and claimants to gather necessary information and documents for claim resolution.
• Manages and reports annual OSHA reporting requirements.

Work Environment:

This job operates in a fast-paced professional office environment. This role routinely involves standard office equipment such as computers phones photocopiers filing cabinets and fax machines.

The employee has access to personnel records and legal proceedings.

Misjudgments could result in considerable confusion monetary loss delay in services and adverse public relations.

Recommended Minimum Qualifications: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• Associates degree in business management accounting public administration or a related field.
• Four years of related experience in business administration accounting public administration municipal government or an equivalent combination of education and experience.
• Excellent organizational skills including ability to prioritize and to multi-task.
• Ability to work in a fast-paced team environment to meet deadlines and to flexibly adapt to multiple priorities.
• Excellent writing skills with experience in writing meeting minutes reports and related documents.
• Intermediate or higher-level skill in Microsoft Office suite or Word Excel and Power Point. OpenGov Munis systems a plus.
• Must be able to pass CORI check.

Knowledge Ability and Skill:

Knowledge of the principles and practices of municipal government; office practices and procedures and records management; public meeting requirements including Massachusetts Open Meeting Law.

Ability to deal tactfully and appropriately with the general public; ability to be maintain files in an organized fashion; ability to maintain confidentiality and exercise discretion in handling sensitive information; ability to work effectively under time constraints to meet deadlines; Ability to utilize word processing and database software.

High-level communication skills both oral and written; High-level customer service skill; general office skills; computer and typing skills.

Physical Requirements:

Minimal physical effort is generally required to perform duties under typical office conditions. The employee is frequently required to stand walk sit speak and hear. Vision requirements include the ability to read documents and use a computer.