Internal ) Executive Assistant to Town Administrator and Select Board

Executive Assistant

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.

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.

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.

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.

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.

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,…