Job Opportunity - Administrative Assistant

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ADMINISTRATIVE ASSISTANT TO THE FIRST SELECTMAN

POSITION DESCRIPTION 

 

TITLE:  Administrative Assistant

DEPARTMENT:  Office of the First Selectman

REPORTS TO:  First Selectman

TERMS OF EMPLOYMENT:  This position is appointed and coincides with the First Selectman’s term.  May be appointed within 30 days of the election of the First Selectman.

PAY:  Salary-Subject to budget and First Selectman’s decision

OBJECTIVES:  Assists the First Selectman in implementing Selectman initiatives, developing policies, and coordinating day-to-day operations of the First Selectman’s office.  Acts as a liaison between the First Selectman and multi-department working committees, task forces, ad hoc building committees for town projects/events and neighborhood and other community organizations. Carries out other such implementation and liaison duties as directed by the First Selectman.  Work involves the screening of matters to be brought to the attention of the First Selectman and acting for the First Selectman on matters which do not require his/her personal involvement.  Work is performed under direct supervision of the First Selectman with considerable latitude for independent judgment and action and is reviewed through conferences.

ESSENTIAL FUNCTIONS:

  • Maintain copy of Union contracts, transcribe notes from Union Negotiations
  • Assist, research, analyze and reports specific administrative problems and assignments assigned by First Selectman
  • Maintain copy of the Employee Handbook and Town ordinances
  • Prepares press releases and media activities for the First Selectman’s Office.
  • Responds to media requests and serves as liaison of the Town to media representatives.
  • Maintains relationships with members of the press, nonprofit and other such community groups in regard to cooperation with Town press and Publicity matters.
  • All groundwork for Town Meetings such as: schedule notice for newspaper, arrange printing of town meeting cards, complete bulk mailing forms and ensure that copies of any handouts are available for town meetings
  • Preparing agendas for Board of Selectmen meetings, Board of Selectmen/Land Use Chairmen meetings and Pension Trust meetings and transcribe, file and certify such minutes
  • Type correspondence, communication and maintain files
  • Answer the phones, take messages and greet guests, handles complaints tactfully.
  • Maintain First Selectman’s schedule
  • Assist in Town legal matters
  • Assist the First Selectman in applying for grants and finding grants
  • Perform research on various topics assigned by the First Selectman only
  • Send notices for appointments and resignations to Town Clerk
  • Submit and post various informational notices, photos for the Town’s Facebook page, twitter and Selectman’s web page.
  • Make arrangements to host Seminars, training activities and press at Town Hall
  • Attend events as required and determined by the First Selectman
  • Processes raffle and pistol permit applications
  • Assist as needed or as assigned by the First Selectman in other departments.

 Insurance:

Complete paperwork for worker’s compensation claims, liability and auto claims. Update property schedule yearly. Handle certificates of insurance requests.

Scheduling:

Back up for assisting in scheduling rentals/events of Town Facilities and sign out for keys.

Miscellaneous

Assist at bid openings and document bid results.  Or other tasks as determined by the First Selectman.

Supervision:

Reports to the First Selectman only

Knowledge, Skills and Abilities:

Must be a licensed Notary, General Office skills including typing, computer proficiency in MS Word, Excel, Outlook, knowledge of office machines (printers, copiers, and postage). Ability to multi-task on a variety of assignments, while remaining focused and professional.  Must be flexible and adaptable in dealing with changing priorities and tasks.  Excellent organizational skills and demonstrate ability to manage details accurately and meet deadlines.  Strong interpersonal skills with patrons and within the Town Hall. Prior municipal experience with a general knowledge of town government helpful but not required.

 

How to apply: Please submit application and resume in person, electronically to mcriss@harwinton.us or by mail to: Town of Harwinton, PO Box 66, Harwinton, CT 06791 Attn: First Selectman.

Application deadline: July 31st