Employment opportunities at the Town of Plainfield
Executive Assistant Selectboard
The Town of Plainfield is accepting applications for the position of Executive Assistant.
The Executive Assistant is responsible for providing a wide range of administrative and support services to the Selectboard and some administrative services to other Boards, Committees, Commissions and Town Residents. The Executive Assistant performs all required functions and duties on behalf of and under the supervisory approval of the Selectboard. The employee is required to perform all similar or related duties as required by the Select Board.
Position is part time, 20 hours per week, with the possibility of some additional hours. The hourly rate of pay is $20.00 - $24.00 per hour contingent on experience and/or education. Benefits include county retirement and health insurance
Job description and application forms available at Plainfield Town Offices and can be emailed upon request. Applications and résumés will be accepted until the position is filled. Mail responses to Town of Plainfield, 304 Main St Plainfield, MA 01070 or email to pking@town.plainfield.ma.us
Plainfield, MA
EXECUTIVE ASSISTANT
SELECTBOARD
Summary: The Executive Assistant is responsible for the provision of a wide range of administrative & support services to the Selectboard, and some administrative services to other Boards, Committees, Commissions and Town Residents.
Selectboard Oversight: The Executive Assistant performs all required functions & duties on behalf of, and under the supervisory approval of the Selectboard.
Essential Functions, Duties & Responsibilities: The functions, duties & responsibilities listed below are intended only as illustrations of the various type of work that may be performed. The omission of any other function, duties or responsibilities does not preclude them if the work is similar, related, or a logical assignment for the position.
- Serves as a liaison for the Selectboard, to citizens and town department, referring inquiries, as appropriate, and assisting with general issues; forwarding questions and/or concerns for review to the Selectboard &/or other Town officials as applicable.
- Provides customer service as needed.
- Serves as the primary point of contact and liaison for matters involving local, state, federal officials, as well as, other community members.
- Serves as the primary contact for all insurance & bond coverages, renewals &/or claims on behalf of the Selectboard. This may include (but is not limited to) health, life, worker’s compensation, fleet, property, and liability coverages.
- Coordinates and ensures an optimal comprehensive long-term risk management strategy.
- Maintains manual of current Town Bylaws & Policies as approved by Town Meeting or the Selectboard.
- Schedules the use of Town Buildings.
- Direct Support to the Selectboard:
- Attends and takes minutes for all Selectboard meetings. These meetings are normally held twice a month in the evening.
- Performs follow-up on Selectboard’s action items from bi-weekly meetings, as requested.
- In conjunction with the Selectboard Chair, posts meeting notices, prepares meeting agendas, prepares meeting warrants for town meetings & legal notices.
- Distributes meeting materials to the Selectboard and ensures compliance with the State’s Open Meeting law.
- Performs a range of clerical and administrative duties including, but not limited to: filing, coordinating licensing activities; sorting and distributing Town mail.
- Maintains all electronic and paper records
of for all activities and decisions of the Selectboard.
- Drafts correspondence and proclamations for Selectboard review and signatures.
- Arranges meetings for the Selectboard with Town residents, committees, department members, vendors and other local, state and federal officials.
- Performs a variety of related duties as required.
- Identifies state, federal, and private grant opportunities to recommend to the Selectboard, & other appropriate boards, committees & departments.
- Coordinate with all boards, committees & departments to apply for, track & ensure timely submissions of required reports & paperwork in compliance with each grant’s specific requirements.
- Financial oversight responsibilities, where required, are performed in conjunction with the Town Accountant.
- Prepares the Town’s Special and Annual Meeting warrants in accordance with Selectboard directives and in collaboration with the Town Accountant & the Finance Committee.
- Prepares the annual Budget in collaboration with the Town Accountant & the Finance Committee.
- Facilitate budget oversight, ensuring essential monthly reports are prepared and distributed (where needed) for all departments and the Finance Committee.
- Human Resources Management:
- Maintains and distributes Personnel Policies Manual as needed.
- In coordination with the Selectboard, oversees town personnel recruitment and hiring, ensuring standardized town job descriptions, publicly posting notices for open vacancies for salary or stipend positions.
- Oversees town Personnel Policy training to ensure employee awareness and adherence to existing policies.
- Recommends revisions, as needed, to maintain compliance with changing state laws with respect to policies concerning paid holidays, paid sick time, family leave, etc.
- Supports town Boards, Committees and Departments in shaping performance objectives and expectations, and coordinates all annual performance evaluations.
- Information Technology Management
- Coordinate with town’s service providers.
- Implement and oversee IT related special projects including major software, hardware and system updates.
- Manage town website postings, upload new documents, archive old documents; keep calendar, board & committee member appointments, and maintain town personnel contact information.
- Qualifications (It is understood that in some cases that expected job knowledge & skills will be developed over time with additional on-the-job experience.)
- Education and Experience:
- An Associate’s Degree in liberal arts, public administration, or a related field with 3-5 years of public office experience.
- A Bachelor’s degree in liberal arts, public administration, or a related field with 1-3 years of public office experience.
- An equivalent level of demonstrated education and similar direct experience.
- Knowledge:
- Knowledge of municipal government & departments operations, including state laws and town ordinances.
- Knowledge of State Open Meeting Law.
- Extensive knowledge of the state regulations and licensing process, to include ABCC regulations, State, Federal & local Procurement Laws and regulations, Town Bylaws and other related processes and regulations.
- Familiarity and operational knowledge of standard office equipment.
- Knowledge of office technology in support of department operations, including (but not limited to) word processing, spreadsheet applications & required on-line applications software.
- Ability to work independently, be self-motivated and deal effectively with frequent interruptions.
- Ability to establish and maintain effective working relationships with Town members, employees and officials is essential.
- Effectiveness in dealing with dissatisfied town members, employees, officials & others is required
- An ability to maintain and protect highly sensitive and confidential information is required.
- Ability to manage multiple tasks in detailed, timely and effective manner as well as to receive directions from a variety of sources.
- Ability to take initiative in responding to various requests for information in response to a wide range of issues impacting town operations.
- Skills:
- Proficient interpersonal and customer service skills.
- Proficient written and oral communication skills.
- Good common sense.
- Proficient technology and personal computer skills, including use of MS Office and other software and proprietary web applications.
- Physical and Mental Requirements
- Please note: The requirements described here are representative of those that must be met by an employee to successfully perform these job functions. The Town of Plainfield understands reasonable accommodations will be made to enable individuals with disabilities to perform the position’s essential functions.
- Work effort principally involves sitting, intermittent stooping, walking, kneeling, twisting, reaching with hands and arms, and standing.
- Occasional lifting, pushing, pulling of objects such as books, office equipment, and computer paper.
- Position requires basic motor & visual skills needed to perform job related activities including but not limited to operating a personal computer, fax, printer & other office equipment, occasionally moving equipment & papers, sorting and/or filing.
- Position requires the employee to constantly read documents and reports for understanding and analytical purposes.
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EEO statement: The Town of Plainfield is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.
