Executive Assistant to the Town Manager

Town of Duxbury•Duxbury, MA

About The Position

The Executive Assistant to the Town Manager performs executive-level administrative duties in support of the Town Manager and Selectboard Office. The position handles confidential and time-sensitive material, manages the office’s day-to-day administrative operations, and may manage those operations in the Town Manager’s absence. The employee works under the general direction of the Town Manager, exercising substantial independence in planning, organizing, and completing work, with guidance on technical and policy matters as needed. The position directly supervises one full-time employee and may supervise an occasional intern and volunteer. The role supports Town government operations through meeting and Town Meeting coordination, licensing, correspondence, public inquiries, records management, budgeting, payroll, accounts payable and receivable, insurance administration, committee appointments, website updates, research, grants, and project coordination. It serves as a liaison among Town officials, employees, residents, boards and committees, outside organizations, and government agencies. The position requires discretion with town-wide confidential information and sound judgment in applying policies, regulations, and Massachusetts laws, particularly those concerning open meetings, public records, and licensing. Work is performed in a typical office setting with frequent interruptions. The work principally involves sitting, with intermittent stooping, walking, and standing, and occasional lifting of items such as ledger books and office paper. The role requires routine reading and analysis of documents and reports and basic motor skills for computer and office equipment use.

Requirements

College degree and three to five years of executive office experience, or an equivalent combination of education, training, and experience providing the required knowledge, skills, and abilities.
Certification as a Notary Public, or ability to obtain certification within six months of hire.
Thorough knowledge of town government and department operations and procedures, professional office procedures, and pertinent state laws and regulations.
Working knowledge of office software, including word processing, internet, spreadsheets, and PowerPoint.
Ability to read and understand insurance requirements in contracts.
Ability to interact effectively and appropriately with the public and coworkers, including tactfully de-escalating situations involving upset members of the public.
Ability to complete multiple tasks accurately, in detail, and on time.
Ability to communicate effectively in writing and orally while maintaining professionalism and confidentiality.
Proficient computer skills, including word processing and spreadsheet applications.
Leadership, conflict-resolution, organizational recordkeeping, administrative, communication, and presentation skills, and attention to detail.

Nice To Haves

Municipal experience.

Responsibilities

Manage the day-to-day administrative operations of the Town Manager’s Office and serve as office manager for the Selectboard/Town Manager office.
Perform executive administrative and customer service duties, including preparing documents and correspondence, screening calls, meeting visitors, scheduling meetings, responding to public and staff inquiries or complaints, and relaying the Town Manager’s directions.
Manage Selectboard-office licensing, including event, liquor, common victualler, auto dealer, and transportation licenses, in compliance with applicable state laws and policies.
Manage the issuance of event permits and one-day liquor licenses, and schedule public safety meetings with department heads for larger events as needed.
Coordinate and attend weekly Selectboard meetings; prepare and distribute meeting postings, minutes, packets, legal postings, hearing notices, public information, and presentations in accordance with Open Meeting Law.
Coordinate all aspects of Town Meetings, including logistics, warrants, personnel, presentations, handouts, information tables, motions, and public information.
Coordinate and schedule monthly Department Head meetings and maintain and update Town-wide phone lists.
Coordinate projects and grants, assist with FEMA reimbursement, and conduct independent research as required.
Serve as a liaison among the Town Manager, Selectboard, public, board and committee members, Town staff, and outside agencies and organizations.
Prepare letters and correspondence on behalf of Town officials.
Research and ensure that office procedures and practices comply with Massachusetts General Laws, Town Bylaws, and Town policies, particularly Open Meeting Laws, Public Records Laws, and licensing requirements.
Prepare and administer operating budgets for Town Meeting, the Selectboard’s office, and various Town Committees.
Coordinate with the Town’s insurance provider and internal team on professional liability, general liability, property and casualty, and automobile insurance for the Town and School; handle related programs, claims, premium payments, risk-management meetings, and contract insurance reviews.
Prepare the Annual Town Report and manage related submissions from Town departments, boards, and committees.
Manage retention and archival filing of Selectboard documents, Town archive records, office files, Selectboard packets, and minutes.
Prepare payroll for the Town Manager’s office and Selectboard members, and track departmental accrued vacation, personal, and sick time.
Supervise and manage accounts payable and accounts receivable, and track and monitor budget lines.
Manage Selectboard, board, and committee appointments, reappointments, and resignations, including appointments made by the Town Moderator; collaborate with the Town Clerk’s office on the member database.
Manage Town website postings, including Town News, Town Meeting information, and department and board or committee pages.
Communicate with local, state, and federal government officials as needed.
Participate in working groups and committees as needed.
Plan, schedule, and coordinate subordinate work; adjust schedules for workload or staffing changes and make recommendations to management on operational and personnel matters.