Executive Assistant to the Town Manager

Town of Duxbury•Duxbury, MA

20h•$33 - $45•Onsite

About The Position

The Executive Assistant to the Town Manager is responsible for performing executive level administrative duties in support of the Town Manager and Selectboard Office. Employee is required to perform all similar or related duties including confidential and time-sensitive material.

Requirements

Position requires a college degree and three to five (3-5) years of executive office experience; 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.
Thorough knowledge of town government and department operations and procedures; professional office procedures.
Knowledge of pertinent state laws and regulations; working knowledge of office software including word processing, internet, spreadsheet applications and PowerPoint; operation of standard office equipment such as copiers, printers and fax machines.
The ability to read and understand the insurance requirements of contracts, interact effectively and appropriately with the public and co-workers; ability to complete multiple tasks in a timely, detailed and accurate manner, to perform multiple tasks; a effectively interact tactfully, and de-escalate situations when a members of the public is upset; e ability to communicate effectively in written and oral form while maintaining professionalism and confidentiality, as needed.
Proficient computer skills including word processing and spreadsheet applications.
Leadership and conflict resolution skills, as well as, organizational recordkeeping and administrative skills, communication and presentation skills and attention to detail.

Nice To Haves

Municipal experience a plus.
Certification as a Notary Public.

Responsibilities

Serves as office manager for Selectboard/Town Manager office and manages the day-to-day administrative operations of the Town Manager’s office in the absence of the Town Manager.
Performs a variety of executive administrative duties and customer service work for the Town Manager’s Office in accordance with Massachusetts General Laws, Town Bylaws and other applicable regulations; prepares documents and correspondence, answers and screens telephone calls, and meets with visitors; schedules meetings as required. Responds to citizen and staff inquiries, requests, and/or complaints from the public in person, on the telephone, and in writing; or refers individual to the appropriate individual for assistance as needed transmits and explains Town Manager’s directions as necessary.
Manages licensing under the purview of the Selectboard’s office (event, liquor, common victualler, auto dealer, transportation etc.) and in compliance with state laws and policies implemented by the Alcoholic Beverages Control Commission (ABCC).
Manages and supervises the issuance of Event Permits and One-Day-Liquor Licenses and the scheduling of public safety meetings with department heads for larger events, as needed.
Coordinates Selectboard meetings including the preparation and distribution of Board information meeting postings and minutes in accordance with Open Meeting Law, meeting packets, legal postings hearing notices, public information and presentations.
Coordinates all aspects of Town Meetings (logistics, warrant, personnel, presentations, handouts, information tables, motions and public information).
Coordinates and schedules monthly Department Head meetings.
Maintains and updates Town-wide phone lists.
Coordinates various projects, grants, and FEMA reimbursement and conducts independent research as required.
Serves as a liaison between the Town Manager, Selectboard, the public, board/committee members, Town staff, and outside agencies/organizations as needed.
Prepares various letters and correspondence on behalf of Town Officials.
Responsible for conducting research as necessary in order to ensure that the Town Manager and Selectboard’s office procedures and practices are in accordance with applicable MA General Laws (emphasis on Open Meeting Laws, Public Records Laws, and Licensing), Town Bylaws, and Town policies and procedures.
Prepares and administers an operating budget for Town Meeting, Selectboard’s office, and various Town Committees.
Manages and works collaboratively with insurance provider and internal team regarding Professional Liability, General Liability, Property and Casualty and Automobile Insurance Policies for the Town and School and all related reward programs, processing of claims, payment of premiums, and other related responsibilities including attending quarterly Risk Management meetings and review of contract insurance requirements recommended by insurance provider.
Prepares the Annual Town Report and manages the inclusion of all related reports and submissions from Town Departments, Boards and Committees.
Manages and oversees the retention and archive filing of Selectboard documents Town’s archive storing/filing system, maintenance of office files, Selectboard packets, and minutes.
Prepares payroll for the Town Manager’s office and Selectboard members and also maintains and tracks accrued time (vacation/personal/sick) for the department.
Supervises and manages Accounts Payables and Accounts Receivables and tracks and monitors budget lines.
Supervises and manages all Selectboard, Board and Committee appointments, re-appointments, and resignations, also including those appointed by the Town Moderator, and collaboratives with the Town Clerk’s office in maintaining a member database.
Manages postings on the Town’s website including Town News, Town Meeting information, for the department and board/committee pages.
Communicates with local, state and federal government officials as needed.
Participates in various working groups/committees, as needed.