Executive Assistant to the Town Manager

The University of West Alabama; Massachusetts; On-site; USD 67,000 - 81,000; Full time

Job summary

Eine engagierte Stadtverwaltung sucht einen Executive Assistant für den Town Manager. Diese Vollzeitstelle bietet die Möglichkeit, in einem dynamischen Umfeld zu arbeiten, wo kein Tag dem anderen gleicht. Der ideale Kandidat bringt hervorragende Kundenservicefähigkeiten, eine ausgeprägte Aufmerksamkeit für Details und eine positive Einstellung mit. Zu den Aufgaben gehören die Unterstützung bei der Verwaltung, die Bearbeitung von Anfragen und die Pflege vertraulicher Aufzeichnungen. Wenn Sie eine Leidenschaft für die öffentliche Verwaltung haben und in einem unterstützenden Team arbeiten möchten, bewerben Sie sich jetzt für diese spannende Gelegenheit.

Qualifications

• Erfahrung in Kundenservice und administrativer Arbeit erforderlich.
• Fähigkeit zur Aufrechterhaltung von Vertraulichkeit und Diskretion.

Responsibilities

• Unterstützung des Publikums und der Stadtmitarbeiter bei Anfragen.
• Vorbereitung von Gehaltsabrechnungen und anderen Dokumenten.

Skills

Kundenservice

Aufmerksamkeit für Details

Kommunikationsfähigkeiten

Microsoft 365

Webdesign

Education

Bachelor-Abschluss

Tools

HR-Software

Video Conferencing

Job description

Executive Assistant to the Town Manager

Due to an internal promotional opportunity, the Town of Concord is seeking an Executive Assistant to the Town Manager. This full-time position offers a chance to work in a fast-paced, engaging municipal office where no two days are the same. The ideal candidate will bring strong customer service skills, excellent attention to detail, and a positive, can-do attitude. Experience with communications and preparing presentations is a plus. This role rarely, if ever, requires attendance at night meetings.

Starting pay range is $67,704 to $80,912.55 annually. This is a full-time* position, with a complete benefits package. Apply today to join a dedicated and supportive team serving a vibrant community.

Applications will continue to be accepted until filled. All applications will be reviewed, and the most highly qualified candidates will be invited to one or more interviews and/or other assessments. Applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.

Appointment of the final candidate will be contingent upon the results of pre-placement conditions including criminal and credit checks, and a drug screening. Costs for these pre-placement requirements will be borne by the Town.

The Town of Concord, MA is an EEO Employer. We value diversity and welcome candidates of all backgrounds to apply.

*Applicants must be authorized to work in the United States without the need for sponsorship now or in the future.

Department:

Town Manager’s Office

Salary Grade:

6

Reports To:

Town Manager

FLSA Status:

Exempt

Appointed by:

Town Manager

Date:

July 2024

General Summary:

Under the general supervision of the Town Manager, performs complex administrative work ensuring the efficient operation of the Town Manager’s Office. Maintains and assists others with the maintenance of governmental, financial, personnel, and other records. Works both independently and collaboratively in performing varied and responsible duties that require a thorough knowledge of the Town’s operations, policies, procedures, and practices; a high degree of familiarity with government regulations and applicable laws, and proficiency with various computer applications. Responsibilities involve evaluating and interpreting policies and circumstances requiring judgment and initiative, especially in situations not clearly defined by precedent or procedures. The appointee is expected to handle complex details, each varying in substance and content, requiring flexibility in approach and assignments.

Essential Job Functions:

• Provides assistance to the public, Town staff, and committee/board members in person and via telephone. Responds to questions regarding Town procedures and operations; resolves citizen issues or redirects questions and requests to the appropriate department.
• Opens, processes, routes, and responds to incoming mail; maintains knowledge of all correspondence. Uses judgment, discretion, and professional protocols when working with sensitive information.
• Prepares and processes payroll, accounts payable, warrants, personnel changes, and related documents using software systems; may assist in organizational and communication tasks for committees.
• Serves as a point of contact for requests to use Town property, ensuring safety and liability concerns are addressed. Coordinates approvals and services.
• Maintains confidential records including vendor and contract information, correspondence, litigation files, land leases, and other departmental documents. May assist with public record requests.
• Creates and maintains records of administrative procedures and provides guidance to others. Identifies opportunities for process improvements.
• Acts as a building coordinator, communicating with users and staff about facility matters. Monitors common areas for orderliness and supplies.
• Supports various boards or committees, attends meetings, and prepares agendas and notices. Supports the Select Board in the absence of other staff.
• Processes requests for use of Town property, records events, and manages signage placements.
• Supports posting information on the Town’s website and social media, and maintains website content as assigned.
• Assists in scheduling meetings and maintaining electronic calendars for the Town Manager and other officials.
• Performs special projects and other duties as required.
• Maintains regular attendance and punctuality.

Supervisory Responsibility:

None.

Education & Experience:

Bachelor’s Degree and four or more years of responsible experience in related capacities such as customer service, administrative work, website/design, or communications; or equivalent combination of education and experience. Municipal experience preferred.

Knowledge, Skills & Abilities:

• Familiarity with Town government and municipal operations, laws.
• Proficiency with Microsoft 365 and other administrative applications, including video conferencing, web design, accounts payable, and HR software.
• Excellent interpersonal, customer service, and communication skills, including social media proficiency.
• Strong organizational skills, attention to detail, ability to prioritize, and handle multiple tasks independently.
• Discretion in maintaining confidential information.

Working Conditions & Physical Demands:

Work is performed in a typical office environment with occasional work in public areas. Must be able to lift up to 25 pounds, and operate standard office equipment. Physical activity such as crouching, reaching, and stooping may be required.

This description is not exhaustive and may be modified as needed. Employment is at-will and subject to change based on the Town’s needs.