Job Title

JOB TITLE: Executive Assistant to the Town Manager DEPARTMENT/LOCATION: Town Manager and Selectboard REPORTS TO: Town Manager FLSA STATUS: Exempt GRADE LEVEL: Grade 9, Personnel Policies SALARY RANGE: $33.04 - $44.60 per hour. Actual salary dependent on qualifications 1. Natureof Work: The Executive Assistant tothe Town Manager is responsible for performing executive level administrativeduties in support of the Town Manager and Selectboard Office. Employee is required to perform all similaror related duties including confidential and time-sensitive material. 2. Supervision Received: Employee works under the general direction of the TownManager. Employee plans and carries outthe regular work in accordance with standard practices and previous training,with substantial responsibility for determining the sequence and timing of actionand substantial independence in planning and organizing the work activities,including determining the work methods. The employee is expected to solve through experienced judgment mostproblems of detail or unusual situations by adapting methods or interpretinginstructions to resolve the particular problem. Instructions for new assignments or special projects usually consist ofstatements of desired objectives, deadlines and priorities. Technical and policy problems or changes inprocedures are discussed with supervisor, but ordinarily the employee plans thework, lays it out and carries it through to completion independently. Work is generally reviewed only for technicaladequacy, appropriateness of actions or decisions, and conformance with policyor other requirements; the methods used in arriving at the end result are notusually reviewed in detail. 3. Supervisory Responsibility: Employeeis accountable for the quality and quantity of work done by subordinates andassures the accomplishment of the assigned work in the prescribed manner. Plans, schedules, and coordinates workoperations to meet schedules, deadlines and priorities; revises work schedulesto meet changes in workload or availability of manpower; makes recommendationsto management regarding operational and personnel matters. Employee provides directsupervision over one (1) full-time employee, an occasional intern andvolunteer. Employee supervised work atthe same location and the same work shift. Work operations are subject to substantial cyclic or seasonalfluctuations. 4. Confidentiality: Employee has access to Town-wide confidentialinformation, including personnel files, collective bargaining, lawsuits,criminal investigations and records, client records and department records. 5. Accountability: Consequences of errors, missed deadlines orpoor judgment may result in adverse public relations, legal repercussions, andjeopardize programs. 6. Judgment: Work requires examining,analyzing and evaluating facts and circumstances surroundingindividual problems, situations or transactions, and determining actions to betaken within the limits of standard or accepted practices. Guidelines include a large body of policies,practices, and precedents which may be complex or conflicting, at times. Judgment is used in analyzing specificsituations to determine appropriate actions. Exercises independent judgment onday-to-day matters with guidance as needed from the Town Manager. 7. Complexity: Workconsists of the practical application of a variety of concepts, practices, andspecialized techniques relating to a professional or technical field. Assignments typically involve evaluation andinterpretation of factors, conditions or unusual circumstances; inspecting,testing or evaluating compliance with established standards or criteria;gathering, analyzing and evaluating facts or data using specialized fact-findingtechniques; or determining the methods to accomplish the work. 8. Nature and Purpose of Relationships: Relationships are primarily with co-workersand the public involving frequent explanation, discussion or interpretation ofpractices, procedures, regulations or guidelines in order to render service,plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with servicerecipients and employees of outside organizations such as other municipalities,state and/or federal agencies. More thanordinary courtesy, tact and diplomacy may be required to resolve complaints ordeal with uncooperative or uninformed persons. Employee may furnish news media with routine information such as meetingagendas or departmental procedures. 9. Essential Functions: The essential functions or duties listedbelow are intended only as illustrations of the various type of work that maybe performed. The omission of specific statements of duties does not excludethem from the position if the work is similar, related, or a logical assignmentto the position. a. Servesas office manager for Selectboard/Town Manager office and manages theday-to-day administrative operations of the Town Manager's office in theabsence of the Town Manager. b. Performsa variety of executive administrative duties and customer service work for theTown Manager's Office in accordance with Massachusetts General Laws, TownBylaws and other applicable regulations; prepares documents and correspondence,answers and screens telephone calls, and meets with visitors; schedulesmeetings 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. d. Manageslicensing under the purview of the Selectboard's office (event, liquor, commonvictualler, auto dealer, transportation etc.) and in compliance with state lawsand policies implemented by the Alcoholic Beverages Control Commission (ABCC). e. Managesand supervises the issuance of Event Permits and One-Day-Liquor Licenses andthe scheduling of public safety meetings with department heads for largerevents, as needed. f. CoordinatesSelectboard meetings including the preparation and distribution of Boardinformation meeting postings and minutes in accordance with Open Meeting Law,meeting packets, legal postings hearing notices, public information and presentations. g. Coordinatesall aspects of Town Meetings (logistics, warrant, personnel, presentations, handouts,information tables, motions and public information). h. Coordinatesand schedules monthly Department Head meetings. i. Maintainsand updates Town-wide phone lists. j. Coordinatesvarious projects, grants, and FEMA reimbursement and conducts independentresearch as required. k. Servesas a liaison between the Town Manager, Selectboard, the public, board/committee members, Town staff, and outsideagencies/organizations as needed. l. Preparesvarious letters and correspondence on behalf of Town Officials. m. Responsiblefor conducting research as necessary in order to ensure that the Town Managerand Selectboard's office procedures and practices are in accordance with applicableMA General Laws (emphasis on Open Meeting Laws, Public Records Laws, andLicensing), Town Bylaws, and Town policies and procedures. n. Preparesand administers an operating budget for Town Meeting, Selectboard's office, andvarious Town Committees. o. Managesand works collaboratively with insurance provider and internal team regarding ProfessionalLiability, General Liability, Property and Casualty and Automobile InsurancePolicies for the Town and School and all related reward programs, processing ofclaims, payment of premiums, and other related responsibilities including attendingquarterly Risk Management meetings and review of contract insurance requirementsrecommended by insurance provider. p. Preparesthe Annual Town Report and manages the inclusion of all related reports andsubmissions from Town Departments, Boards and Committees. q. Managesand oversees the retention and archive filing of Selectboard documents Town'sarchive storing/filing system, maintenance of office files, Selectboardpackets, and minutes. r. Preparespayroll for the Town Manager's office and Selectboard members and alsomaintains and tracks accrued time (vacation/personal/sick) for the department. s. Supervisesand manages Accounts Payables and Accounts Receivables and tracks and monitorsbudget lines. t. Supervisesand manages all Selectboard, Board and Committee appointments, re-appointments,and resignations, also including those appointed by the Town Moderator, andcollaboratives with the Town Clerk's office in maintaining a member database. u. Managespostings on the Town's website including Town News, Town Meeting information, forthe department and board/committee pages. v. Communicates with local, state and federalgovernment officials as needed. w. Participatesin various working groups/committees, as needed. 10. RecommendedMinimum Qualifications Education and Experience: Position requires a college degree and three to five (3-5) yearsof executive office experience; or any equivalent combination of education,training and experience which provides the required knowledge, skills andabilities to perform the essential functions of the job. Municipal experience a plus. SpecialRequirements: Certification as a Notary Public. 11. Knowledge,Abilities and Skill Knowledge: Thorough knowledge of town government anddepartment operations and procedures; professional office procedures. Knowledgeof pertinent state laws and regulations; working knowledge of office softwareincluding word processing, internet, spreadsheetapplications and PowerPoint; operation of standard office equipment such ascopiers, printers and fax machines. Ability: The ability to read and understand theinsurance requirements of contracts, interact effectively and appropriately withthe public and co-workers; ability to complete multiple tasks in a timely,detailed and accurate manner, to perform multiple tasks; a effectively interacttactfully, and de-escalate situations when a members of the public is upset; eability to communicate effectively in written and oral form while maintainingprofessionalism and confidentiality, as needed. Skill:Proficient computer skills including word processing and spreadsheetapplications. Leadership and conflict resolution skills, as well as, organizational recordkeeping and administrative skills,communication and presentation skills and attention to detail. 12. WorkEnvironment: Employee performs work in a typical officesetting with frequent interruptions. OccupationalRisk: Work is performed in ageneral office setting. Duties generallydo not present occupational risk to the employee. 13. Physicaland Mental Requirements The physicaldemands described here are representative of those that must be met by anemployee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilitiesto perform the position's essential functions. PhysicalDemands: Little or no physical demandsare required to perform the work. Workeffort principally involves sitting to perform work tasks, with intermittentperiods of stooping, walking, and standing. The employee is required to occasionally lift objects such as ledgerbooks, photocopy and/or computer paper. 14. MotorSkills: Position requires basic motorskills for activities such as operating a personal computer and/or most otheroffice equipment, typing and/or word processing, filing, moving objects, andsorting of papers. 15. VisualDemands: Position requires the employee to routinely read documents and reportsfor understanding and analytical purposes. (This job description does notconstitute an employment agreement between the employer and employee and itsubject to change by the employer as the needs of the employer and requirementsof the position change.) Town of Duxbury is an EEO Employer - M/F/Disability/Protected Veteran Status