Executive Assistant; Project​/Procurement Specialist

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Reports To:

Town Manager
Department &

Location:

Town Manager's Office, Westford Town Hall

Band/Step/Wage: $78,742 to $88,395 per yr. (dependent on qualifications/experience). This is a non-union position.

Approximate

Start Date:

As soon as is possible

Position Posted: 05/14/2026
Please reference requisition #26-587-TM. Applications will be reviewed as they are received. The position will remain open until filled. Previous Rev. Date:
November 2025
Current Rev. Date:
May 2026

Under the general direction of the Town Manager, the Project/Procurement Specialist provides a variety of highly responsible and confidential administrative functions for the Town Manager’s office, including providing assistance to the two Assistant Town Managers. This position requires a professional demeanor and exceptional organizational skills to ensure the effective operation of Town Manager’s office. Interpersonal skills, sound judgment, and diplomacy are essential functions of this position as it requires frequent interactions with the Select Board, other board and committee members, town staff, various governmental agencies, and the public ntaining confidentiality is imperative as the position has access to extensive amounts of highly confidential information on a town-wide basis.

• Provides exceptional customer service for the Town Manager’s office serving as the primary point-of-contact for individuals seeking various services from the department.
• Assists with the preparation of Select Board and other Boards and Committees meeting agendas, packets, legal notices, action taken, and meeting minutes and ensures compliance with Open Meeting Law.
• Assists with the development of various correspondence, abutter notices, applications, contracts, public hearing notices, and legal ads.
• Assists with the production of the monthly Town Manager’s newsletter and other outreach documents.
• Provides support and coordination in maintaining and updating the Town’s social media platforms. This includes creating and posting information on the Town’s website and social media pages, updates to the Town Manager and Select Board web pages, and assists other boards or committees, as requested.
• Responsible for managing the Town Manager’s office staff calendar at the Town Manager’s discretion, as well as other meetings and event coordination.
• Assists with the drafting and formation of Select Board policies as assigned.
• Provides support, including preparation and organization of materials, for Town Meeting.
• Answers or redirects citizen inquiries and staff questions to the appropriate staff person or department.
• Responsible for administering the application processes for permits and licensing, such as use of the Town Common, street closures, sandwich boards, banners, special permits, and Sunday entertainment licenses.
• Works with the Town Clerk’s Office to oversee the town-wide appointment process for board/committee members, including advertising vacancies, coordinating volunteer activity forms, and preparing appointment letters.
• Manages record retention efforts for the Select Board and Town Manager files, including indexing and archiving in accordance with records retention schedules, provides procurement-related documentation, and responds to records requests.
• Collects weekly Department Head time sheets for Town Manager and Assistant Town Manager approval.
• Coordinates accounts payable/receivable processing, including the deposit of checks and tracking revenue, and for managing office supply orders.
• Participates in drafting annual operational budgets for the Select Board, Town Manager, and Town Hall and tracks expenditures throughout the fiscal year.
• Regularly communicates with residents/vendors concerning pickup issues with trash and recycling services.
• Assists with the oversight of the…