(Internal Posting Only) Executive Assistant to the Town Administrator and Select Board

Town of Seekonk; Seekonk (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

The Town of Seekonk seeks an Executive Assistant to provide high-level administrative support to the Town Administrator, HR Director, and Select Board. You will manage confidential information, prepare materials for board meetings, and coordinate records requests with attention to policy and law compliance.

The role requires strong organizational skills, discretion, and the ability to interact professionally with town staff, boards, and the public.

Qualifications

• Five or more years of progressively responsible administrative experience in a municipal setting.
• Successful background and CORI review required.
• Ability to maintain confidentiality of sensitive information.

Responsibilities

• Provide executive support to the Town Administrator, Human Resource Director, and Select Board.
• Screen visitors, draft correspondence, route calls, and prepare documents for signature.
• Respond to public records requests and manage CORI processes as applicable.
• Prepare background materials and packets for Board meetings; post meetings and record actions.

Skills

Administrative experience

Confidentiality

Microsoft Word

Microsoft Excel

Microsoft Outlook

Education

Municipal experience preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

POSITION OVERVIEW

This position will provide assistance to internal and external customers of the Town, including the public, residents, Town staff, Department Heads, and/or Board and Committee members. The Executive Assistant will provide technical support to the Town Administrator, Human Resource Director, and Select Board by performing varied functions requiring independent judgment to ensure compliance with applicable laws, regulations, departmental policies, and contracts with third parties. This position requires the ability to handle sensitive information confidentially. Confidential information may include employee disciplinary matters, labor negotiations, legal matters, policy concerns, etc.

SUMMARY

The following description is a general summary of responsibilities with some specific duties. It is not a total delineation of all duties nor does it limit the responsibilities to those stipulated. This position functions as a part of the overall administrative team to ensure effective and efficient municipal operations. The Executive Assistant will work closely with the Town Administrator to determine priority issues. The Executive Assistant position requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining action to be taken within the limits of standard or accepted practices.

SUPERVISION

Works under the administrative direction of the Town Administrator and under the policy direction of the Select Board. Performs varied responsible and highly complex functions which require considerable judgment and initiative in determining courses of action which may or may not be guided by statute, established guidelines, collective bargaining agreements or precedent; work involves the ability to interpret and apply statutes, regulations, policies and procedures to a wide variety of individual problems and situations.

CONFIDENTIALITY

Regular access at the departmental level to a wide variety of confidential information, including personnel records, resident records, criminal investigations, court records, or financial records. The Executive Assistant will apply the appropriate judgment, discretion and professionalism to maintain confidentiality.

JOB ENVIRONMENT

Administrative work is performed under typical office conditions, with frequent interruptions and requests for information. Operates personal computer and standard office equipment such as copier, facsimile machine, etc. Makes regular contact with Town boards and committees, employees, department heads, state and federal agencies, labor counsel and town counsel, union officials, consultants, and the general public; contacts involve a wide variety of complex Town issues; contacts require considerable judgment, persuasion, strategy, patience, courtesy and discretion and the ability to handle sensitive and confidential information in a professional manner.

ESSENTIAL FUNCTIONS

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 executive support to the Select Board, Town Administrator, and Human Resource Director;
• Exercises independent judgment and performs a wide variety of administrative services; screens visitors and phone calls; drafts correspondence, routes calls or answers questions and handles general problems such as complaints or requests for information as appropriate; reviews or coordinates mail and documents for signature;
• Responds to public records requests for the Town Administrator and Select Board in accordance with the Massachusetts public records law;
• Is the Town representative that submits CORI requests through the iCORI system;
• Assembles background materials, prepares and distributes packets for the Select Board meetings, posts meetings, and record action items in conjunction with the administrative assistant;
• Provide information to and respond to inquiries from town employees, Department Heads, Town Boards and Committees, Town Counsel, other municipal and government bodies, labor representative, media, town residents/constituents;
• Lead customer service efforts for the Town Administrator’s office, responding to inquiries with professionalism, diplomacy and discretion;
• Participates in the production of the Town Meeting Warrant, including, but not limited to collecting articles, drafting motions, securing the meeting space and legally posting warrant and meetings;
• Attends Town Meeting and assists with set-up and presentations as needed;
• Maintains records, locates files, documents, and other information as necessary; researches and provides information on subjects as required; refers requests for specific information about technical or specialized matters to appropriate employees;
• Must remain informed of all By-laws, policies, and regulations relating to licensing and permitting to be able to perform duties, answer questions, direct the public and work collaboratively with town departments;
• Assists the Town Administrator with municipal procurement, including bid postings, maintaining procurement records and bids, and a retention schedule;
• Oversees time sensitive projects, legal projects, and licensing research;
• Complete special projects as assigned, including but not limited to organizing Special Town Meetings, Installation Ceremonies, and other events;
• Receive, review, and process licensing applications making sure all pertinent information required is stated on the application in conjunction with the administrative assistant;
• Receive, review and process renewal applications for all licenses and permits in conjunction with the administrative assistant
• Prepare annual reports to the Alcoholic Beverage Control Commission;
• Maintains strict adherence to the confidentiality of documents and information relating to the office of the Town Administrator and Select Board;
• Other such other duties as the Town Administrator and Select Board require or as requested.

QUALIFICATIONS

Education and Experience

Requires five (5) or more years of progressively responsible administrative experience in a municipal setting, or an equivalent combination of municipal experience and related education. Candidates must successfully pass a background and CORI review.

Preferred Qualifications

Candidate must be able to demonstrate possession of the required knowledge skills and abilities to perform this work.

Knowledge, Ability and Skill

Candidate must be able to demonstrate possession of the required knowledge skills and abilities to perform this work.

Knowledge

Knowledge of state and local by-laws pertaining to the position, public records law, federal and state leave laws, and basic human resource functions. Knowledge of office equipment and the operation of computer software applications and programs, including Microsoft Word, Excel, and Outlook; ability to carry out assigned projects to their completion; communicate effectively verbally and in writing; establish and maintain effective working relationships with employees, Town officials, retirees and to the general public; ability to work independently and prioritize tasks; respond to general or specific questions regarding policies and/or procedures; and to recognize those instances when inquiries should be referred to a superior or to a policy board.

Ability

The ability to maintain highly confidential information. Communicate effectively orally and in writing. Ability to work independently. Ability to create presentations and professional correspondence. Ability to operate a computer in order to input and retrieve information to make analysis of data, and to process billing. Must have the ability to type 40 to 60 words per minute, with minimal errors. Must have the ability to comprehend complex records, collective bargaining agreements, and directives. Ability to interact appropriately and tactfully with the general public, Town officials, department heads, and Town employees in a professional manner. Ability to maintain accurate and detailed records, multitask, work effectively under time constraints, independently, prioritize tasks, and maintain a high degree of confidentiality. Ability to perform legal and general research and to stay abreast of emerging changes in regulations and laws.

Skill

Excellent customer service and interpersonal skills. Excellent communication skills, in person, by phone, and electronically. Superior skills in operating computers and utilizing appropriate software applications to include database and spreadsheet applications, including but not limited to Microsoft suite products. Excellent organizational skills and great attention for detail. Proficiency in Microsoft Office applications including Word, Excel, Access and Outlook. Critical thinking and problem-solving skills. Adaptability and the skills to use a variety of methods and approaches in different circumstances to achieve the best results.

PHYSICAL REQUIREMENTS

This is primarily an office-based job in a municipal setting. Minimal physical effort required to perform duties under typical office conditions. Frequently required to sit, stand, and walk over various surfaces. May spend sustained periods on a computer, telephone, or operate other office equipment. Regular interruptions to assist citizens, customers, and other Town employees. Occasionally required to move, push or pull items weighing up to 30 pounds. Vision requirements include the ability to read and analyze routine and complex documents and use a computer.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

The Town of Seekonk is an Equal Opportunity/Affirmative Action Employer