Selectboard Executive Assistant Position Available In Franklin, Massachusetts

Selectboard Executive Assistant Town of Montague 1 Avenue A, Turners Falls, MA 01376 Job Description

DEFINITION

Position is responsible for providing routine and complex administrative processes, and providing technical and clerical assistance to the Selectboard, Town Administrator and Assistant Town Administrator.

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. Responds to inquiries, requests, or complaints from the public and town employees; explains town policies, rules, and regulations; responds to complaints or makes appropriate referrals as necessary. Assists Selectboard-managed employee hiring process through assistance with advertising, scheduling, CORI checks. Provides orientation for new hires; prepares and distributes required forms and orientation materials. Maintains employee personnel files, coordinates open enrollment, and manages employee benefit matriculation process. Coordinates the appointments to all Town committees and appointed positions; composes and distributes appointment letters, maintains appointment records/database, corresponds with Town committees concerning vacancies, advertises such vacancies, and posts committee meeting notices through the Town Clerk’s office. Oversees all aspects of annual and seasonal licenses issued by the Selectboard, including procedures for obtaining, changing and renewing licenses, and permits; assisting businesses in the filing of new and renewal applications; drafting letters to licensed and permitted businesses; maintaining a license and permits database; preparing all licenses and permits for approval; issuing licenses and permits upon approval; and collecting related fees. Facilitate new liquor license requests from application through submission and processes annual liquor license renewals. Prepares Annual Report for the ABCC and the Annual License Information Form report to the Department of Revenue. Responsible for collecting, collating, editing materials, and producing the Annual Town Report from all town departments, boards, and committees. Responsible for developing draft Town Meeting warrants with Administrators, and for managing a range of administrative tasks related to Annual and Special Town Meetings. Provides direct supervision to the Selectboard Administrative Assistant, determining work priorities, assigning tasks, and supporting performance. Compiles and posts materials for Selectboard meetings; works with Administrative Assistant to set the agenda; prepares minutes when needed, processes follow-up correspondence; attends weekly Selectboard meetings. Provides a variety of additional administrative, technical, and clerical support services including service as a Notary Public and support for emergency and other communications. Performs other related job duties as required.

SUPERVISION RECEIVED

Under general direction, employee plans and prioritizes the work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines, and priorities. Technical and policy problems or changes in procedures are discussed with the supervisor.

SUPERVISION EXERCISED

The employee, as a regular and continuing part of the job, leads other workers in accomplishing assigned work and also performs non-supervisory work that is usually of the same kind and levels as is done by the group led. The employee provides training to new employees; reports to the supervisor on disciplinary problems, performance, and training needs of employees; resolves simple, informal complaints of employees and refers others to the supervisor; and may approve leave for a few hours or for emergencies.

JUDGMENT AND COMPLEXITY

The work requires examining, analyzing, and evaluating facts and circumstances surrounding individual problems, situations, or transactions and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices, regulations, and precedents, which may be complex. Judgment is used in analyzing specific situations to determine appropriate actions. Requires understanding, interpreting, and applying federal, state, and local regulations.

NATURE AND PURPOSE OF CONTACTS

Relationships are primarily with co-workers, vendors, and the public, involving frequent explanation, discussion, or interpretation of practices, procedures, regulations, or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with community organization leaders, state agency and legislative staff, and service recipients. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints, interact with challenging personalities, and/or effectively navigate difficult circumstances.

CONFIDENTIALITY

Employee has regular access at the departmental level to a wide variety of confidential information, including personnel records, medical records, lawsuits, and client records.

EDUCATION AND EXPERIENCE

Associate degree in business administration or equivalent, and 3 to 5 years of related experience; or any equivalent combination of education, training, certification, and experience. Certification as a Notary desirable and expected to be obtained subsequent to hire.

KNOWLEDGE, ABILITY, AND SKILLS

Knowledge:

Knowledge of relevant Massachusetts General Laws and local bylaws related to essential functions. Comprehensive knowledge of principles, practices, and methods related to Selectboard Office operations. Proficiency using current office technology and software, including the Microsoft Office Suite (or similar), as well as cloud, remote meetings platforms and web-based applications.

Abilities:

Ability to multi-task and manage conflict. Ability to communicate effectively both orally and in writing. Ability to maintain good public relations and to maintain effective collaborative working relationships with Town departments, department heads, fellow employees, officials, and the general public, and to respond in a courteous and professional manner. Ability to meet deadlines. Ability to work independently. Ability to manage and organize accurate, detailed records. Ability to maintain confidentiality. Ability to continuously adapt to and use new office technology and programs common to the industry.

Skills:

Effective communication skills, problem-solving skills, and customer-service skills. Proficient in office procedures, equipment, computer and web-based software programs and applications.

WORK ENVIRONMENT

The majority of work is performed in an office setting. Some work required evening and on weekends for such events as Selectboard Meetings and Town Meetings.

PHYSICAL, MOTOR, AND VISUAL SKILLS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Skills Minimal physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking, and standing. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds. Motor Skills Duties require motor skills for activities such as moving objects and using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment. Must be able to juggle multiple tasks while head is spinning. Visual Skills Visual demands require routinely reading documents for general understanding and analytical purposes. Frequent computer use.

Job Type:

Full-time Pay:

From $51,469.00 per year

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Schedule:

8 hour shift Day shift

Work Location:

In person