Position Title:Executive Secretary to the Board of Selectmen and the Town Administrator (2015)

Statement of Duties

Position is responsible for performing highly responsible secretarial, customer service and administrative services. Work includes providing support and assistance to the Town Administrator and Board of Selectmen by preparing for and providing follow-up for meetings; responding to inquiries, requests, and complaints; preparing reports and correspondence; maintaining and updating filing systems and records; and performing a variety of secretarial and administrative duties as needed. The provision of friendly and accommodating customer service to our taxpayers is essential for this position.

Supervision

Employee works under the general direction of the Town Administrator. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee refers requests by department heads and unusual situations to the supervisor for advice and further instructions. The nature of work is self checking.

The employee has access to town-wide confidential information including personnel files, lawsuits, correspondence, and town client records.

Employee does not exercise any supervisory responsibilities.

Job Environment

The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The employee uses independent judgement to locate, select and apply the most pertinent practice, procedure, regulation or guideline. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation. The employee must be familiar with, and observe, applicable State and Federal Laws, Town By-laws, rules and regulations.

Employee is required to work outside of normal business hours and/or at night to attend Select Board meetings and other town meetings.

Errors can result in adverse public relations, delay, or loss of service, legal repercussions, and/or monetary loss to the town.

Employee has frequent contact with the public and local citizens or businesses in response to inquiries, requests, or complaints, and to respond to permit inquires or explain town policy or administrative procedures. Employee has daily contact with other town departments, vendors, town officials, state agencies, and the media to give or receive information, schedule appointments, provide follow-up as requested by the Town Administrator or Board of Selectmen, and/or to explain policies and procedures. Contacts occur in person, in writing, via e-mail, the Town web site, Town Facebook page, and on the telephone.

Position Functions

The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.

  1. Prepares and provides follow up information for the Town Administrator and the Board of Selectmen including scheduling agenda items, researching and presenting background materials and/or recommendations for action to the Board of Selectmen and/or Town Administrator; attending meetings; recording actions; preparing minutes; following up on meeting requests or assignments;and maintaining records.
  1. Acts as liaison between the Board of Selectmen/Town Administrator, and other officials, department staff, and the public.Communicates with professionalism, tact, and discretion. Must be capable of interacting positively with individuals of diverse backgrounds in a variety of situations, some of which may be stressful.
  1. Maintains various public and confidential records and files pertaining to the Selectmen's office and responds to requests for public records; types and/or transcribes a variety of materials including correspondence, reports, and minutes; keeps records of officials appointed by the Board of Selectmen; notifies each appointee of status in a timely manner.
  1. Solicits bids for and maintains office equipment, including leases and maintenance agreements and related documentation.
  1. Takes cash payments, makes change, and processes deposits and turnover reports to the Revenue Collector in accordance with town guidelines.
  1. Assists the public with application procedures for all exemptions, abatements, and tax levies or credits authorized by the Board of Selectmen and assists in the interpretation of applicable statutes, local bylaws, and regulations.

7.Manages the sale of cemetery lots and works with the Public Works Director, funeral homes, and residents to arrange for burials. Manages the cemetery database and hard copy files, processes all paperwork including transit permits and death certificates and requests to the Ward Fund for allocation of the lot funds, processes burial and lot revenues, and prepares Lot Deeds for signature by the Selectmen and Town Clerk.

8.Manages all reservations for the Meeting House; maintains the master calendar of events and coordinates scheduling with residents and members of the Woman’s Club, Church, and Scout Groups; collects rental fees and collects/returns security deposits; distributes keys; processes liability insurance; and keeps records.

  1. Conducts a variety of assigned projects in an independent manner which may include research and contact with other town board or state agencies; develops and presents recommendations for changes to procedures or practices to the Town Administrator and/or Board of Selectmen.
  1. Manages the creation, editing, production,and updating of town publications including the Annual Report,brochures, and newsletters.Is responsible for content and works closely with vendors and freelance designers to determine each publication’s design and monitor its schedule and budget.
  1. Serves as webmaster for the town website, posts news and announcements, and is the primary point of contact for content change requests by department heads, staff, and committee members. Works with the town’s technology providers and may solicit bids from web hosting and CMS vendors regarding updatedweb design, software, and services. Monitors the town’s Facebook page, responds to resident questions as appropriate, and posts information. Keeps abreast of new developments in web and social media technology.
  1. Fields media inquiries, refers them to the appropriate official(s), and provides the information requested. Creates and distributes press releases to local and regional media outlets. Works with the Town Administrator on communication strategies and executes initiatives in a manner that reflects positively on the Town.
  1. Performs all administrative support tasks related to public meetings and hearings conducted by the Board of Selectmen in accordance with statutes and bylaws.
  1. Manages the annual elections, Deliberative Session and Town Meeting events. Enlists volunteers to staff events, arranges pre-election meetings among Town Moderator, Department Heads, volunteers and community leaders. Works with the School and Public Works Director to set up for the event, keeps the Town’s insurance current for these events, is responsible for getting all supplies, signs, meals and election materials for these events, for processing payment requests for paid volunteers and for posting election/meeting results on the Town website and on the Town’s Facebook page.
  1. Responds to inquiries from callers, visitors to the office, or other town officials pertaining to the Town Administrator and Board of Selectmen's area of responsibility; provides information, receives complaints, and makes recommendations or referrals as necessary.

16.Serves as the primary point of contact for all welfare clients, fields emergency situations, refers clients to community resources, schedules appointments, and gathers required information in accordance with department guidelines in order to process various claims for assistance approved by the town's Welfare Director.

  1. Orders office supplies and maintains an adequate inventory of supplies. Sorts and distributes themail.
  1. Assists committee heads and members with various projects as needed.

Recommended Minimum Qualifications

Physical and Mental Requirements

The employee works in a moderately noisy office setting; and is required to sit and use hands more than 2/3 of the time; talk or listen/hear up to 2/3 of the time; and stand, walk, stoop, kneel, and reach with hands and arms up to 1/3 of the time. The employee seldom lifts up to 30 pounds. The position has normal vision requirements. Equipment operated includes office machines and computers.

Education and Experience

A candidate for this position should have a Bachelor of Arts Degree; minimum of three (3) years of secretarial/administrative experience, or an equivalent combination of education and experience. Notary Public certification desirable.

Knowledge, Skills and Abilities

A candidate for this position should have knowledge of:

  • Office procedures and basic business math applications
  • Computer programs and applications, including word processing, database management, spreadsheet applications, mail merging, and desktop publishing
  • Municipal government operations and open meeting and public record requirements in accordance with state law.

Skill in:

  • Organization and time management
  • Effective communication and customer service
  • Office software computer applications

And the ability to:

  • Manage multiple tasks, meet deadlines, and pay careful attention to details despite interruptions
  • Maintain confidential information
  • To deal with members of the public, elected officials, and other employees in a tactful manner

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