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

Town of Seekonk•Seekonk, MA

7d•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 residents, Town staff, Department Heads, and Board and Committee members. The role is part of the Town’s administrative team and supports effective municipal operations. It involves examining and evaluating information, using independent judgment to address problems and situations, and determining appropriate action within established practices and applicable laws, policies, regulations, and agreements. The position works under the administrative direction of the Town Administrator and the policy direction of the Select Board. It requires discretion in handling sensitive and confidential matters, which may include personnel, labor, legal, policy, resident, criminal investigation, court, or financial records. Work is performed in a typical office setting with frequent interruptions and requests for information. The Executive Assistant regularly interacts with Town boards and committees, employees, department heads, government agencies, legal counsel, union officials, consultants, and the public. The position uses a computer and standard office equipment and requires professionalism, diplomacy, courtesy, judgment, and discretion when handling complex Town issues. The role provides executive support; manages inquiries and correspondence; assists with Select Board meetings and Town Meeting materials; responds to public records requests; processes CORI requests, licensing applications, and renewals; supports procurement and records retention; conducts research; oversees time-sensitive, legal, and licensing projects; and assists with special meetings and Town events. The position also maintains accurate records and confidentiality, stays informed about applicable bylaws and regulations, and completes other duties as assigned by the Town Administrator and Select Board.

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 relevant 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 carry assigned projects through to completion; communicate effectively verbally and in writing; establish and maintain effective working relationships; work independently; prioritize tasks; answer 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 enter and retrieve information, analyze data, and process billing; and comprehend complex records, collective bargaining agreements, and directives.
Ability to type 40 to 60 words per minute with minimal errors.
Ability to maintain accurate and detailed records, multitask, work effectively under time constraints, and perform legal and general research while staying abreast of changes in regulations and laws.
Excellent customer service, interpersonal, and communication skills, including in-person, telephone, and electronic communication.
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; and adaptability in applying different methods to achieve results.

Responsibilities

Provide executive support to the Select Board, Town Administrator, and Human Resource Director, exercising independent judgment in administrative services.
Screen visitors and phone calls; draft correspondence; route calls, answer questions, and handle 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 Town CORI requests through the iCORI system.
Assemble background materials and prepare and distribute Select Board meeting packets; post meetings and record action items with the administrative assistant.
Provide information and respond to inquiries from Town employees, Department Heads, Town Boards and Committees, legal counsel, government bodies, labor representatives, media, and residents.
Lead customer service efforts for the Town Administrator’s office, responding 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 as required; refer specialized inquiries to appropriate employees.
Remain informed about bylaws, policies, and regulations relating to licensing and permitting; 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, including organizing Special Town Meetings, installation ceremonies, and other events.
Receive, review, and process licensing applications and license and permit renewal applications with the administrative assistant, ensuring required information is included.
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 required or requested by the Town Administrator and Select Board.