Executive Assistant to Select Board/Town Manager Office

Town of Hudson•Hudson, MA

3d•Onsite

About The Position

The Executive Assistant provides advanced administrative, advisory, technical, and clerical support to the Select Board/Town Manager’s Office and serves as its primary point of contact. The position supports efficient office operations, communication with departments and the public, and the planning, tracking, and completion of projects and initiatives. It requires discretion, initiative, and the ability to manage multiple tasks and deadlines. The role has access to confidential information concerning individuals, litigation, personnel, collective bargaining, contracts, and CORI information. The Executive Assistant works under the regular direction of the Town Manager and Human Resources & Licensing Manager, in accordance with departmental policies and procedures. Duties include public assistance and correspondence; support for Select Board meetings and licensing; office records and filing systems; website and agenda software management; assistance with human resources processes; departmental budget, payable, deposit, and reporting tasks; management of Town purchasing accounts; parking ticket appeals; insurance and injury claims; and annual OSHA reporting.

Requirements

Associate’s degree in business management, accounting, public administration, or a related field.
Four years of related experience in business administration, accounting, public administration, or municipal government, or an equivalent combination of education and experience.
Excellent organizational skills, including the ability to prioritize and multitask.
Ability to work in a fast-paced team environment, meet deadlines, and adapt flexibly to multiple priorities.
Excellent writing skills and experience preparing meeting minutes, reports, and related documents.
Intermediate or higher-level proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
Ability to pass a CORI check.
Knowledge of municipal government principles and practices, office procedures, records management, and public meeting requirements, including the Massachusetts Open Meeting Law.
Ability to deal tactfully and appropriately with the public, maintain organized files, protect confidential information, exercise discretion, and meet deadlines under time constraints.
Ability to use word-processing and database software.
Strong oral and written communication skills, customer service skills, general office skills, computer skills, and typing skills.

Nice To Haves

Experience with OpenGov or Munis systems.

Responsibilities

Provide information and assistance to the public, respond to inquiries and concerns by telephone and in person, and refer individuals to appropriate resources.
Prepare agendas for Select Board meetings, attend evening meetings, and take official minutes.
Prepare correspondence and forms to follow up on Select Board votes and directions; maintain current files, accurate databases, and legal records for the Board.
Assist applicants with Select Board licensing applications and issues; review applications for accuracy and compliance with state and local laws.
Schedule and provide notice of required hearings, review the status of licensees, and recommend license modifications where appropriate.
Prepare routine correspondence and design and maintain physical and digital office filing systems.
Open and distribute daily mail.
Manage relevant Department pages on the Town website and digital agenda software.
Assist the HR & Licensing Manager with onboarding, benefit enrollment, and personnel files.
Prepare, report, and file weekly schedules of payables with accounting; manage accounts under the Town Manager’s departmental budget; and prepare and process deposits under the Town Manager’s jurisdiction.
Prepare the Annual Town Report and submit reports to state agencies.
Oversee the Town’s credit card and Amazon Business accounts.
Receive parking ticket appeals and provide judgments.
Manage Workers’ Compensation, Injury on Duty, Property Damage, Personal Injury, and Town Vehicle claims.
Work with insurance companies, employees, and claimants to gather information and documents needed to resolve claims.
Manage and report annual OSHA reporting requirements.