Assistant to Mayor

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The Assistant to the Mayor serves as the office manager for the Mayor’s Office and provides a broad range of complex, confidential, and high-level administrative and operational support. This role functions in a highly sensitive, demanding, and fast-paced political environment. The position is involved in City-wide issues and requires frequent interaction with elected officials, constituents, community and business leaders, City department heads, and other stakeholders on matters that are often complex and sensitive;

all other relevant work as required.

Wages:$24.21 - $28.07 Per Hour

ESSENTIAL FUNCTIONS

• Serve as office manager for the Mayor's Office; maintain and update calendars for the mayor, receive and screen requests; coordinate, arrange, and confirm meetings, appointments, social engagements, and community/intergovernmental events.
• Oversee the communications and constituent services for the Mayor’s Office; receive and screen visitors and telephone calls, provide information, and handle issues requiring discretion and sound independent judgment;
• Conduct research, respond to information requests, and resolve constituent complaints; referring matters to appropriate staff or City departments as needed;
• Review incoming correspondence, determine priority levels, and route materials to the appropriate parties.
• Utilize the Mayor’s blog, the City’s website, and other approved social media platforms to disseminate information to constituents.
• Plan, organize, and coordinate comprehensive administrative support for the Mayor, including the preparation of correspondence, memoranda, agenda items, reports, resolutions, proclamations, agreements, presentations, forms, and other official documents.
• Ensure all documents and materials prepared for the Mayor are accurate, complete, and compliant with established standards, policies, and procedures; review and validate documents requiring the Mayor’s signature for accuracy and readiness.
• Respond independently to mail and email inquiries regarding a variety of City matters.
• Collaborate with staff to support a high-performance, customer service–oriented work environment that aligns with the Mayor’s objectives and service expectations; contribute to programs and activities that promote a positive and productive workplace culture.
• Supervise and manage the maintenance of office records and databases; research and assemble information from a variety of sources for the preparation of records, correspondence, and reports to the Mayor and staff, as well as update and post on all city and the Mayor's social media.
• Coordinate all Board and Commission appointments and re-appointments;
• Prepare and process requisitions, purchase orders, and accounts payable requests; monitor budget balances.
• Plan, organize, and coordinate logistical arrangements for a variety of Mayor’s events, including the annual State of the City address, and serve as host to ensure events run smoothly.
• Execute special projects and assignments for the Mayor, ensuring timely completion and high-quality results.
• Perform similar or related work as required or as the situation dictates.

EDUCATION AND EXPERIENCE REQUIRED

A Bachelor’s degree in Public Administration, Business Administration, Political Science, or a related field is preferred, along with at least three (3) years of progressively responsible administrative or support experience in a public agency; or any equivalent combination of education, training, and experience.

HOW TO APPLY

Applicants who wish to be considered may submit a cover letter, resume, and completed application to the Human Resources Department, Municipal Building, 50 Payson Ave, Easthampton, MA 01027, or email them to personnel on or before the closing date.

AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER