Administrative Assistant II - Town Manager and Select Board

Town of Duxbury•Duxbury, MA

17h•Onsite

About The Position

The Administrative Assistant performs professional administrative and clerical services in support of the operation of the Town Manager and Selectboard Offices. This role acts as the primary point of contact for the office, managing communications, preparing meeting materials, maintaining records, and providing administrative support to various departments and committees. The position requires excellent judgment, confidentiality, customer service skills, and the ability to manage multiple tasks and deadlines in a public-facing municipal office.

Requirements

Associate degree with one to three (1-3) years related work experience in a professional office setting; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
Excellent judgment
Confidentiality
Internal and external customer service skills
Digital content management
Attention to detail
Ability to manage deadlines in a public-facing municipal office
Proficient computer skills
Recordkeeping and clerical skills
Written and oral communication skills
Effective customer service skills

Nice To Haves

Municipal experience is a plus
Notary Public is preferred but not required when applying; however, applicant may be required to obtain upon hire.

Responsibilities

Acts as the primary point of contact for the office, receiving and assisting walk-in residents, answering routine questions and concerns from the public and other Town departments, and providing information or directing inquiries to the appropriate personnel.
Prepares and distributes complete Selectboard meeting packets to Selectboard members in a timely manner and posts meeting packets to the Town website in accordance with established schedules and public meeting requirements.
Attends evening open and executive session meetings of the Selectboard to take meeting minutes and record all motions and votes; prepares Selectboard meeting packets.
Processes Event Permit and One-Day Liquor License applications under the purview of the Selectboard.
Maintains office records, filing for the Selectboard and Town Manager, and the updating of various official lists (Board and Committee members; larger events/road races; legal budget spreadsheet).
Prepares accounts payable paperwork to process payment of invoices; maintains accounting of Legal billings; and prepares accounts receivable paperwork.
Responsible for updating and maintaining Board & Committee membership lists/appointments/resignations, maintaining Board & Committee member information on respective pages on the Town website and Board & Committee spreadsheet for the Annual Town Report, and maintaining a Talent Bank of citizens interested in serving on various Boards and/or Committees.
Works collaboratively with the Executive Assistant to post meeting agendas of the Selectboard, booking meetings in the Town Hall Mural Room, and updating meeting calendar on the Town’s website.
Maintains and updates the Town Manager and Selectboard webpages on the Town website and publishes or assists with publishing official Town communications through the Town's website and authorized digital communication platforms, including social media, as directed.
Provides administrative support to the Harbormaster/Shellfish Department for annual Commercial Shellfish Licensing in April, monthly Bonus Shellfish approval by the Selectboard, and to schedule public hearings with the Selectboard for Aquaculture licenses as requested by the Harbormaster.
Orders office supplies as needed.
Suggests and/or initiates procedures to improve the workflow and general operation of the department.
Assists in the preparation of Annual Town Meeting and any Special Town Meetings.
Composes and prepares correspondence including Proclamations and Certificates of Appreciation.
Acts as the staff liaison to the King Caesar Advisory Committee, schedules meetings, posts agendas, and takes minutes. Also processes related accounts payable.
Assists in the maintenance of the Town Manager’s calendar and makes appointments and meetings scheduled as requested.
Maintains the Archive File Tracking Storage System and accommodates storage requests, reporting requirements, and annual destruction reporting. Arranges annual audit by King Information Systems every June.