Assistant Executive Secretary
The Town of
A high school
diploma or equivalent, two years experience in a professional office
environment, and demonstrated proficiency with word processing, email and
spreadsheet programs are required. Employment contingent upon passage of a physical, drug screen and
CORI. The Town of
TOWN OF
POSITION DESCRIPTION SPECIFICATIONS Code#: Sel-02
Dept.: Selectmen’s Office
POSITION TITLE: Assistant Executive Secretary
Position Summary
Responsible for performing all duties of the Executive Secretary in his/her absence and also including a wide variety of duties for the Office of Selectmen as delegated including: Preparing Board of Selectmen’s Agenda; taking a transcribing meeting minutes and detailed listing of actions to be taken; conducting parking ticket hearings; preparing prescribed office payroll; providing a liaison with the public; administering insurance injured on-duty Police and Fire and other insurance procedures; conducting special projects; and other similar duties to support the functions of the Board of Selectmen and Executive Secretary. Serve first line of resident communication.
Duties require effective verbal and written communication skills; visual acuity to written and computer screen detail; and manual coordination and dexterity in the operation of office equipment.
Essential Functions
1. Prepare Board of Selectmen agendas including unfinished business from previous meetings; new correspondence, verifying appointments, etc. Place agendas on Web page. Provide information or insight into various inquiries or situations that may surface during Board meetings. Attend various town meetings as required for the taking and transcribing of minutes.
2. Attend Selectmen’s meetings. Take, transcribe and submit minutes for the Board for approval. Prepare final draft of minutes. Prepare detailed list for Executive Secretary’s actions or instructions from the meeting. Personally research information, contact appropriate persons and/or agencies; inform of decisions reached; arrange appointments and other activities to follow through with Board actions and instructions as delegated by and/or in the absence of supervisor.
3. In absence of supervisor assume all duties of office including signing of payrolls, approve bills, coordinate activities of various departments in carrying out activities and instructions of Selectmen and the on-going operations of the Selectmen’s Office.
4. Responsible as Parking Clerk (annual appointment—paid stipend) and Hearings Officer for conducting hearings on all requests and on all unpaid parking tickets. Accept and log all parking tickets received from the Police Department; confer with Police Officer as to circumstances surrounding the issuance of parking ticket. Verify registration numbers, send notices, and accept payment computing penalty fees on late payments. Maintain required and pertinent recodes and files accessing and recording information in the Police IMC system. Hold hearings on appeals and schedule hearings on unpaid tickets as required by law. Make final decision as to ticket disposition.
5. Receive and send insurance reports to appropriate offices and Town’s insurance carriers in a timely manner. Provide a liaison with carriers to provide or obtain necessary information for the completion of claims and/or to resolve problems. Obtain information to complete forms for unemployment compensation including: Review completed forms; coordinate rating of physician’s bills; follow up in questions with physicians and injured personnel, etc. File documents in a timely manner to avoid penalties. Maintain log; check payments from DES for accuracy. Administer school accident report and in the event an incident is pursued provide pertinent information. Monitor matters in litigation in conjunction with insurance renewals.
6. Attend all hearings and Board, committee and commission meetings. Perform recording duties to provide testimony, including executive session hearings. Prepare draft for Board’s approval; type in final form for signature of Clerk of the Board. Take dictation from Health Inspector, Town Counsel, Board members in person and over the telephone, and complete associated requests.
7. Answer telephone, take and relay messages; refer calls to proper person or department and/or provide information to explain established procedures. Make appointments/schedule Hearing room activities. Assist visitors to the office, provide requested information, and assist in completion of forms and processing applications. Issue various licenses, handicap placards, receipts, permits, certificates, renewals, collect fees, etc. Search materials for such as previous minutes, shorthand notebooks, correspondence, computer files to obtain data requested.
8. Assist in a variety of special or on-going projects including: Budget preparation and submittal process; compiling for annual to MACD; assist in development of Affirmative Action plan; and others as assigned.
9. Process site plans. Receive various plans and requests from the Planning Board, and review material to determine the nature of the request such as expansions, sub-developments, special permits, change in usage, etc. Distribute plans and requests to the appropriate town departments, and follow up to ensure a timely return for Board action. Provide follow up administration for Police and Fire reports.
10. Prepare payroll for the office, check time sheets of Dog Officer. Review bills received, assign proper account number.
11. Word process/type a variety of materials including: Agendas, minutes, forms, reports, news releases, statements, legal notices, complaints, reminders, traffic rules and orders, expense vouchers, etc. In absence of supervisor assume duties of composing and preparing letters, notices, news releases, reports, etc. as directed for Selectmen approval and signature.
12. Maintain and monitor files pertaining to receipt of applications and/or resumes for various appointed positions/employee vacancies. Maintain follow up file on all Selectmen/Board of Health correspondence. Maintain other various files and records; prepare various periodic and special reports such as recycling material, submittal of material for the Annual Report, leave records for personnel in office, etc.
13. Provide liaison in various matters including: Building and Health Inspectors, Law Department and Town Counsel to assist them in procedures, personnel related seminars and coordination with outside agency and Town departments. As necessary, issue building permits, licenses, reports, etc.
14. Open and stamp incoming mail. Record required data in Health Book, report contagious diseases to the State; make referrals to the Public Health Nurse for investigation and reporting.
15. Make necessary arrangements for meetings as required. Prepare and post notices for Selectmen’s meetings and other committee meetings in compliance with Open Meeting Law.
16. Participate in hiring, evaluation of office personnel. Assign, check and review work of office clerical staff.
Perform other similar duties as responsibilities necessitate and/or as requested by supervisor and Board of Selectmen.
THE ABOVE DESCRIPTION
REPRESENTS THE MOST SIGNIFICANT DUTIES OF THIS POSITION BUT DOES NOT EXCLUDE
OTHER OCCASIONAL WORK ASSIGNMENTS NOT MENTIONED. THE INCLUSION OF WHICH WOULD BE IN CONFORMITY
WITH THE FACTORS ASSISGNED.