(Internal Posting Only) Executive Assistant to the Town Administrator and Select Board

Town of Seekonk•Seekonk, MA

9d•Onsite

About The Position

The Executive Assistant provides administrative and technical support to the Town Administrator, Human Resource Director, and Select Board, serving internal and external customers including the public, residents, Town staff, Department Heads, and Board and Committee members. The position requires independent judgment, initiative, discretion, and the ability to interpret and apply laws, regulations, policies, procedures, contracts, and other guidance to varied situations. It regularly involves access to sensitive and confidential information, including personnel, legal, labor, resident, criminal investigation, court, and financial matters. The Executive Assistant works as part of the Town’s administrative team to support effective municipal operations and coordinates with the Town Administrator on priority issues. Work is performed under the administrative direction of the Town Administrator and the policy direction of the Select Board. The position involves complex interactions with Town boards and committees, employees, department heads, government agencies, legal counsel, unions, consultants, media, and the public. Work is primarily performed in a typical municipal office environment, with frequent interruptions and requests for information. The role uses a personal computer and standard office equipment, and involves maintaining records, researching issues, responding to inquiries, supporting meetings and events, and assisting with municipal procurement and licensing processes. The position requires five or more years of progressively responsible administrative experience in a municipal setting, or an equivalent combination of municipal experience and related education. Candidates must pass a background and CORI review.

Requirements

Five or more years of progressively responsible administrative experience in a municipal setting, or an equivalent combination of municipal experience and related education.
Successfully pass a background and CORI review.
Knowledge of state and local bylaws pertaining to the position, public records law, federal and state leave laws, and basic human resource functions.
Knowledge of office equipment and computer software applications, including Microsoft Word, Excel, and Outlook.
Ability to complete assigned projects, communicate effectively verbally and in writing, and establish and maintain effective working relationships with employees, Town officials, retirees, and the public.
Ability to work independently, prioritize tasks, respond to questions about policies and procedures, and recognize when inquiries should be referred to a superior or policy board.
Ability to maintain highly confidential information and interact appropriately and tactfully with the public, Town officials, department heads, and Town employees.
Ability to create presentations and professional correspondence; use a computer to input and retrieve information, analyze data, and process billing.
Ability to type 40 to 60 words per minute with minimal errors.
Ability to comprehend complex records, collective bargaining agreements, and directives.
Ability to maintain accurate and detailed records, multitask, work effectively under time constraints, and maintain a high degree of confidentiality.
Ability to perform legal and general research and stay abreast of changes in regulations and laws.
Excellent customer service, interpersonal, and communication skills in person, by phone, and electronically.
Strong computer skills and proficiency with Microsoft Office applications, including Word, Excel, Access, and Outlook, as well as database and spreadsheet applications.
Excellent organizational skills and attention to detail; critical thinking and problem-solving skills; adaptability in using varied methods and approaches.

Nice To Haves

The posting describes preferred qualifications as demonstrating possession of the knowledge, skills, and abilities required to perform the work.

Responsibilities

Provide executive support to the Select Board, Town Administrator, and Human Resource Director.
Exercise independent judgment in performing a wide variety of administrative services.
Screen visitors and phone calls; draft correspondence; route calls, answer questions, and address general complaints or information requests as appropriate; review or coordinate mail and documents for signature.
Respond to public records requests for the Town Administrator and Select Board in accordance with Massachusetts public records law.
Submit CORI requests on behalf of the Town through the iCORI system.
Assemble background materials and prepare and distribute Select Board meeting packets; post meetings and record action items in conjunction with the administrative assistant.
Provide information and respond to inquiries from Town employees, Department Heads, Town Boards and Committees, Town Counsel, other municipal and government bodies, labor representatives, media, and residents or constituents.
Lead customer service efforts for the Town Administrator’s office, responding to inquiries professionally, diplomatically, and discreetly.
Participate in producing the Town Meeting Warrant, including collecting articles, drafting motions, securing meeting space, and legally posting the warrant and meetings.
Attend Town Meeting and assist with setup and presentations as needed.
Maintain records and locate files, documents, and other information; research subjects and provide information; refer technical or specialized requests to appropriate employees.
Remain informed about applicable bylaws, policies, and licensing and permitting regulations to answer questions, direct the public, and collaborate with Town departments.
Assist the Town Administrator with municipal procurement, including bid postings, procurement and bid records, and retention schedules.
Oversee time-sensitive projects, legal projects, and licensing research.
Complete special projects as assigned, including organizing Special Town Meetings, installation ceremonies, and other events.
Receive, review, and process licensing applications, ensuring required information is included, in conjunction with the administrative assistant.
Receive, review, and process renewal applications for licenses and permits in conjunction with the administrative assistant.
Prepare annual reports to the Alcoholic Beverage Control Commission.
Maintain strict confidentiality of documents and information relating to the Town Administrator’s office and Select Board.
Perform other duties as required or requested by the Town Administrator and Select Board.