Executive Assistant
: Job Details :

Performs intermediate skilled and paraprofessional clerical and administrative work assisting with a variety of complex office assistance and administrative tasks; will assist Administration, Governing Body, and other departments as assigned. Distinguishing Features of the Class An employee in this class performs a variety of clerical and administrative tasks in support of Administration, Governing Body, Planning Board/Board of Adjustments, and other departments as assigned. Work involves performing administrative and program support duties which require knowledge of functions, use of considerable judgement, and independence of action. Work requires a level of discretion and requires the use and handling of confidential information. Work involves a degree of interaction with elected officials, the public, and Town staff. Work is performed in an office environment under the general supervision of the Town Administrator and is evaluated through progress on projects, accuracy of work, personal observation, and feedback from department heads. Duties and Responsibilities Essential Duties and Tasks Greets the public, answers the phone, and directs them to the appropriate personnel if needed. Manages the Town's website and social media platforms (Facebook, X (Twitter), Instagram, etc.). Manages signs posted on doors (windows), bulletin boards, etc. sharing important town information. Maintains the Town's digital sign for events, holidays, meetings, programs, etc.. Orders supplies for the Town and maintains inventory. Retrieves and sends mail for the Town, including packages, and distributes mail/packages to staff if needed. Assists with preparing and conducting Town business at the bank, USPS, the UPS store, etc. as needed. Assists with special event planning for the Town to include creating guest lists, organizing and ordering food, creating invitations, emailing and mailing invitations, managing RSVPs, and reserving venues or equipment if needed. Assists with employee badges and key fobs. Assists with decorating Town Hall for seasons and holidays as needed. Assists with creating and preparing meeting agendas and minutes to include attachments for both the Governing Body and the Planning Board/Board of Adjustments if needed. Assists with maintaining official records of the Town to include minutes, ordinances, resolutions, etc.. Assists with getting materials and Council Chambers ready for meetings to include equipment. Assists with creating files, labels, envelopes, etc. for the Town. Assists with creating budget books yearly. Assists with special projects to include audits. Assists with gathering items and creating files for annual audit. Assists with accounts payables and accounts receivables. Additional Job Duties Performs related duties as required. Recruitment and Selection Guidelines Knowledges Skills and Abilities Knowledge of modern office practices and procedures. Knowledge of relevant town ordinances, state laws, and town policies and procedures. Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, Social Media platforms (Facebook, X (Twitter), Instagram), and Canva. Knowledge of basic bookkeeping. Ability to organize and prioritize work. Proficient in operating office equipment such as a computer, fax/copier machine, calculator. Skills in oral and written communication. Ability to keep records and to prepare accurate reports with strong attention to detail. Ability to perform work independently. Ability to develop and maintain effective working relationships with other governmental jurisdictions, the Governing Body, Planning Board/Board of Adjustments, elected and appointed officials, community groups, staff, and the public. Physical Requirements Must be able to physically perform the basic life operational skills of stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, and repetitive motions. Must be able to perform sedentary work, exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift or move objects. Must possess the visual acuity to prepare and analyze data and figures, operate a computer terminal, do extensive reading, and perform visual inspections. Desirable Educat i on and Experience Minimum of two-year associate degree in municipal government, office technology, business or related degree and experience in office administrative work; or an equivalent combination of education and experience to perform the essential functions may be considered. #J-18808-Ljbffr