This position reports directly to the Town Manager. Performs highly responsible, confidential, and complex administrative and executive support functions for the Town Manager and Assistant Town Manager. Serves as the primary administrative support to the Town Manager's Office while providing professional staff support to the Board of Selectmen and the Finance Committee. The position requires considerable independent judgment, discretion, and knowledge of municipal operations, policies, and procedures. This position supervises one full time administrative clerk and two part time administrative clerks.
Essential Duties and Responsibilities
Executive Support
- Provides comprehensive administrative support to the Town Manager and Assistant Town Manager.
- Prepare, coordinate, and distribute major town documents including Town Meeting warrants, Annual Town Reports and Finance Committee materials.
- Screens telephone calls, visitors, and correspondence, responding independently when appropriate and as needed.
- Prepares, edits, and proofreads correspondence, reports, presentations, policies, and other official documents.
- Assists the Town Manager and Chief Financial Officer in the preparation of the town’s capital and operating budgets for submittal to the Board of Selectmen and the Finance Committee.
- Responsible for preparing the budget document packet and budget request forms, coordinating budget request forms submitted by departments, entering data, and with various aspects of the budget review process.
- Prepares town meeting warrants including the drafting and assembling of town meeting articles; arranges follow-up on article action; forwards articles to appropriate departments and town counsel; arranges publication and posting of legal notices and warrants and attends town meetings.
- Maintains confidential files, records, and sensitive personnel or legal information.
- Coordinates meetings, prepares agendas, assembles meeting packets, records action items, and follows up on assignments.
- Lead customer service efforts for the Town Manager's Office, responding to inquiries with professionalism, diplomacy and discretion.
- Maintain official records and ensure compliance with state reporting requirements and public records obligations.
- Establish strong, professional relationships with department heads, assistant department heads and board members.
Board of Selectmen Support
- Serves as administrative support to the Board of Selectmen.
- Prepares meeting agendas in coordination with the Town Manager and the Chair of the Board of Selectmen.
- Compiles and distributes meeting packets and supporting materials.
- Attends meetings as required; records, prepares, and publishes accurate meeting minutes in a timely manner.
- Posts meetings in accordance with the Massachusetts Open Meeting Law.
- Tracks Board actions and follows up on assigned items in a timely manner
- Maintains official records, policies, appointments, and Board correspondence.
Finance Committee Support
- Provides administrative support to the Finance Committee.
- Prepares agendas, meeting materials, and budget documents.
- Attends meetings as required and prepares meeting minutes in a timely manner.
- Assists with scheduling budget hearings and public meetings.
- Maintains Finance Committee records and correspondence.
Knowledge, Skills, and Abilities
- Thorough knowledge of municipal government operations and office administration.
- Knowledge of Massachusetts Open Meeting Law, Public Records Law, and municipal procedures preferred.
- Excellent organizational and time management skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong written and verbal communication skills.
- Ability to prioritize multiple assignments while meeting deadlines.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and document management systems.
- Ability to establish and maintain effective working relationships with elected officials, employees, residents, and outside agencies.
- Ability to prepare accurate meeting minutes and maintain official records.
Minimum Qualifications
- Bachelor's degree in Business Administration, Public Administration, or a related field.
- Five (5) years of progressively responsible executive administrative experience, preferably in municipal or public sector government; or
- Any equivalent combination of education and experience demonstrating the required knowledge, skills, and abilities.
Working Conditions
Work is performed primarily in an office environment with frequent interruptions and multiple competing priorities. The position requires attendance at evening meetings of the Board of Selectmen and Finance Committee, as well as occasional attendance at other municipal meetings or events. The position requires prolonged periods of sitting, computer use, and communication with the public.
Confidentiality
The Executive Assistant routinely handles confidential personnel, legal, labor relations, financial, and executive information and is expected to maintain strict confidentiality and professionalism at all times.
This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
The Town of Auburn is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status."
Pay: $68,000.00 - $78,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Application Question(s):
- Experience with MA Open Meeting Law and Public Records Request Law
- Extensive experience with Microsoft Office
- Must have excellent communication skills
- Must be able to meet tight deadlines
Education:
Experience:
- Executive Assistant : 5 years (Required)
- municipal: 3 years (Preferred)
Work Location: In person
