Executive Assistant to Select Board​/Town Manager Office

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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 Manager’s 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 Town’s 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.

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:

• Associate’s 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…