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Executive Assistant
Town of Chichester

JOB TITLE: Executive Assistant

DEPARTMENT:  Administration

STATUS: Full Time (35+ hours/week) ñ Non-Exempt

JOB SUMMARY:  The Executive Assistant reports directly to and assists the Town Administrator in all clerical, administrative, and secretarial tasks relating to the operation and supervision of the Selectmenís Office and town departments, as well as coordinating activities and projects of the Planning Board and Zoning Board of Adjustment and when necessary, other department heads and various committees.  

SUPERVISION RECEIVED:  Works under the general supervision of the Town Administrator and/or Designee who outline general policies, assign duties and review work for conformance with required standards; performs regular duties on own initiative, exercising a high degree of judgment and tact.  Exercises thorough knowledge of town policies and the practices of all town departments.

SUPERVISION EXERCISED: May be asked to train new employees in the fundamentals of the job or to participate in cross-training of other employees in the department, but such assignments do not include the on-going authority to assign and review the work of other employees or to recommend or take corrective action with regard to the performance of other employees.

PRIMARY DUTIES:

  • Provides secretarial and administrative support to the Board of Selectmen and Town Administrator.  Assists other Town Departments as necessary.
  • Acts as initial point of contact for the public at-large; corresponding with office visitors, telephone inquiries, processing of right-to-know information requests, receives complaints and resolves conflicts with the public.
  • Managing the production of the annual Town Report, including scheduling deadlines, notifying the various departments and committees involved; gathering materials; setup and layout; organizing printing service and distribution.
  • Performs all primary financial record keeping duties of the Town.
  • Process payroll; receives and enters all employee time data, processes payroll checks and direct deposits,
  • Process accounts payable; receives, enters and distributes all incoming vendor invoices, processes vendor payments in the form of checks, EFT drafts, and credit cards.
  • Prepares manifests for approval by Board of Selectmen and Town Treasurer,
  • Records all deposits as prepared and submitted by the Town Clerk, Tax Collector and other departments,
  • Reconciles all accounts on a monthly basis to ensure accuracy in record keeping,
  • Working closely with the independent auditor in preparing the annual audit report, providing all required documentation and drafting the Managementís Discussion and Analysis
  • Coordinates all functions of the Planning Board and Zoning Board of Adjustment.
  • Assists applicants in the preparation of applications for Subdivisions, Home Occupations, Site Plan Reviews, Variances and any other actionable items under the jurisdiction of the respective Boards.
  • Prepares abutter and newspaper notifications as required by relative statutes,
  • Schedules meetings, appointments and work sessions,
  • Prepares meeting agendas, organizes and distributes all agenda items to board members,
  • Drafts reports, performs research and provides data analysis at the direction of the boards,
  • Attends all meetings, takes, transcribes and posts minutes and prepares correspondence, notices and recordings relative to the actions taken by the boards.
  • Maintains assessing database and property files.
  • Assists property owners in the preparation of applications for exemptions, credits, and abatements
  • Inputs all property record card changes as submitted by the contract assessor.
  • Records all changes of property ownership, recording and tracking sale prices, and qualifying sales for equalization,
  • Prepares and submits to the Board of Selectmen all necessary assessing forms for the Department of Revenue Administration,
  • Maintains all tax exemption and current use files and reviews cyclically to ensure conformance and qualification.
  • Maintains all physical property files consisting of assessing, land use and building records.
  • Prepares, organizes and submits all necessary changes to the tax map including but not limited to subdivisions, lot line adjustments, and general data correction.
GENERAL DUTIES:

  • Sorts, opens and distributes town mail; maintains postage account and meter funds.
  • Orders necessary supplies for Town departments and Town Office; assures proper maintenance of various office machines and systems.
  • Maintains current and accurate membership records of all town committees, boards and commissions; typing and distributing appointment documents for new members and new committees.
  • Submits announcements, advertisements and notices to local newspapers.
  • Maintains insurance records of current sub-contractors, maintains file and requests completion of W-9 from all vendors.
  • Composes and prepares correspondence, interoffice forms, requisitions, press releases, and related documents.
  • Works on special projects, under the direction of the Town Administrator, that enhance the quality of services offered to residents and coordinates Town sponsored events and projects that impact the citizens of the Town.
  • Conducts research to provide background data for technical reports prepared by the Town Administrator and/or department heads.
  • Keeps Town Administrator apprised of ongoing activities within the Town.
  • Performs other related duties as may be required.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THE POSITION:

  • Knowledge of administrative principles, practices, procedures and standard and accounting computer software.
  • Knowledge of Federal and State laws.
  • Knowledge of proper spelling and grammar.
  • Knowledge of general office equipment and standard office software.
  • Skill in data entry.
  • Skill in oral and written communication
  • Skill in organization.
  • Ability to express ideas clearly, both orally and in writing.
  • Ability to resolve conflicts.
  • Ability to maintain confidentiality.
  • Ability to establish and maintain effective working relationships with supervisors, peers and the general public.
OTHER TRAINING, SKILLS AND EXPERIENCE REQUIREMENTS:  Above average knowledge of computer software programs, particularly Microsoft Office Products and Quickbooks accounting software, Internet, e-mail, knowledge of general office equipment, including fax machine, multi-line telephone system, copier, and mailing machines; knowledge of U.S. postal regulations and various requirements and processes involved in large and diverse bulk mailings; ability to work independently, as well as in a team environment; ability to manage large, long-term projects; ability to maintain absolute confidentiality regarding sensitive personnel and legal issues; excellent written communication skills; legal and/or municipal secretarial background preferred.

SUPERVISORY CONTROLS:  The supervisor makes assignments by defining objectives, priorities and deadlines; assists the employee with unusual situations that do not have clear precedents.  The employee plans and carries out the successive steps and handles problems and deviations in the work assignment in accordance with instructions, policies, previous training or accepted practices in the occupation.  Completed work is usually evaluated for technical soundness, appropriateness and conformity to policy and requirements.  The methods used in arriving at the end results are not usually reviewed in detail.

GUIDELINES:  Procedures for doing the work have been established and a number of specific guidelines are available.  The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references and procedures for application and in making minor deviations to adapt the guidelines in specific cases.  At this level, the employee may also determine which of the several established alternatives to use.  Situations to which the existing guidelines cannot be applied or significant proposed deviations from the guidelines are referred to the supervisor.

COMPLEXITY:  The work includes various duties involving different and unrelated processes and methods.  The decision regarding what needs to be done depends upon the analysis of the subject, phase or issues involved in each assignment and the chosen course of action may have to be selected from many alternatives.  The work involves conditions and elements that must be identified and analyzed to discern interrelationships.

SCOPE AND EFFECT:  The work involves treating a variety of conventional problems, questions or situations in conformance with established criteria.  The work product or service affects the design or operation of systems, programs or equipment; the adequacy of such activities as field investigations, testing operations or research conclusions; or the social, physical and economic well-being of persons.

PERSONAL CONTACTS:  The personal contacts are with employees within the immediate organization, office, project or work unit and in related or support units.  The contacts are with members of the general public in very highly structured situations, i.e., the purpose of the contact and the question of with whom to deal are relatively clear.

PURPOSE OF CONTACTS:  The purpose is to obtain, clarify or give facts or information regardless of the nature of those facts, i.e., the facts or information may range from easily understood to highly technical.

PHYSICAL DEMANDS:  The work is sedentary.  Typically, the employee may sit comfortably to do the work.  However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile; etc.  No special physical demands are required to perform the work.

WORK ENVIRONMENT:  The work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries and residences or commercial vehicles (e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc.).  The work area is adequately lighted, heated and ventilated.

MINIMUM QUALIFICATIONS:

Knowledge and level of competency commonly associated with a High School diploma. Associates Degree preferred.  

Sufficient experience to understand the basic principles relevant to the major duties of the position, usually interpreted to mean at least two years bookkeeping and administrative support experience, preferably in a municipal office; OR any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills and abilities.



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