GENERAL PURPOSE

This Executive Assistant is a highly responsible administrative support position to Roadways Superintendent and support for the Roadways Division of Department of Public Works. This position provides specialized support in administration, communication, and operations to enhance the effectiveness of the Roadways division operational function.

The Executive Assistant performs a variety of responsible, comprehensive functions of an administrative and technical nature, requiring a high level of judgment and initiative, and the ability to interpret statues and guidelines and carry out assignments independently, from conception to completion; and must be able to work under pressure at times to handle a wide variety of activities and matters with discretion. Performs all other related work as required.

SUPERVISION EXERCISED

Supervision Scope: Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of considerable judgment to independently complete assigned tasks, and to analyze the facts or circumstances surrounding individual problems in situations not clearly defined by precedent or established procedures.

Supervision Received: Works under the direction of the Roadways Superintendent and is performed independently requesting assistance with unusual situations which do not have clear precedents.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Performs a broad spectrum of administrative duties in support of the Highway Superintendent and support for the Highway division of Department of Public Works. Provides information, guidance and coordination. Tracks and maintains progress toward objectives, communicates information as necessary, and ensures overall compliance with state and local statutes and regulations.
• Execute and hold others to all department standard operating procedures by maintaining scheduling, compliance and accurate record keeping; Work order processing, purchase orders, preparing and processing billing/invoicing, process incoming payments, maintaining snowplow removal contracts, processing road opening permits and driveway bonds, tracking and ordering fuel. Recommends changes to enhance efficiency of procedures, as appropriate.

• Record, track and maintain department payroll processes; OT, time off accruals, change authorizations and maintain accurate records.
• Prepares records related to the department's budget; is responsible for budget details, accounts and summaries; monitors expenditures and balances within office accounts.
• Responsible for the process, record compliance, maintenance of state funding (Chapter 90) project and reimbursement requests.
• Spearhead and project manage special projects for the department through excellent coordination, organizational and communication, internal and external customer service skills.
• Work with third party vendors and subcontractors for Forestry services, Snow removal and Accident Recovery Management.
• Provide excellent customer service to residents/vendors, as primary liaison between customer and department for dispute resolutions.
• Provides the public with access to department records upon request; retrieves information for interested individuals; responds to numerous inquiries from the public, committees, boards, co-workers and town officials.
• Responsible for maintenance of the website of the Roadways division of Department of Public Works all communication to Town and Public for potential impact, notices and informational updates developing notices, flyers, brochures, media releases, news articles, website updates and any other informational materials about programs and services of the department.
• Assists in drafting grant applications, submitting grants as well as grant reimbursement requests, grant management and procurement. May assist in department procurement including the drafting requests for proposals (RFPs) for new projects, as needed.
• Conserves Superintendent’s time by reading, researching, routing correspondence, drafting letters and documents, collecting, and analyzing information and initiating telecommunications.
• Maintains a positive, cooperative, courteous, and professional working relationship with all departments within the Town.
• Performs similar or related work as directed, required, or as situation dictates.

Job environment:

• Operates computers and peripherals including word processing, spreadsheet, database software, and mainframe computer terminal; operates telephone, fax machine, and all other standard office equipment and a proficient and effective manner.
• Develops various tracking tools and spreadsheets/logs to maintain accurate records of department operations.
• Makes frequent contacts with local, state, and federal departments, agencies and officials, the general public, other departments, boards, committees, vendors, and representatives of outside organizations; contacts with the public require considerable patience, tact, understanding and courtesy; contacts are in person, by telephone and in writing. Communication is by means of telephone, personal discussion, and correspondence; contacts with the general public after the purpose of explaining policies/procedures and providing Departmental information; contacts with officials and employees for the purpose of coordinating work effectively.
• Has regular access to departmental and town-wide confidential and/or discretion necessary information, the disclosure of which would cause poor public relations possible legal repercussions.
• Misjudgments could result in considerable confusion, monetary loss, delay and services and adverse public relations.

QUALIFICATIONS

1. Knowledge, Abilities and Skills:

• Knowledge of standard office practices, procedures, and equipment.
• Knowledge of standard account and maintenance in support of the department; ability to prepare reports and correspondence.
• Knowledge and ability to employee records management practices.
• Familiarity with pertinent state and local laws relating to departmental and town operations.
• Ability to maintain accurate and detailed records.
• Ability to multitask, organize, work independently, accomplish tasks, and meet deadlines despite frequent interruptions in a fast-paced environment while maintaining attention to detail.
• Ability to interact tactfully and effectively with town employees, supervisors, officials, and the general public.
• Good communication skills: ability to communicate effectively both verbally and in writing.
• Ability to read and interpret pertinent state and local laws relating to departmental operations.
• Ability to maintain confidentiality of information.
• Excellent customer service skills
• Communicate effectively verbally and in writing.
  • Advanced knowledge of grammar and punctuation, etc.
  • Advanced knowledge of word processing programs
• Outstanding attention to detail
• Ability to maintain records and prioritize tasks. Advanced knowledge of spreadsheet applications
• Extremely effective working independently with limited supervision
• Skilled multi-tasker
• Effectively work within timelines
• Respond professionally with tact and courtesy when dealing with the public.

Minimum Qualifications

• Administrative Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Office Equipment Maintenance, Strong Verbal, and Written Communication.

1. Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience

• Over five (5) years of administrative experience working for senior management; experience in a municipal government environment is desirable, but not necessary to be successful in this role.
• Some supervisory experience preferred.

Licenses or Certificates

• Must possess and maintain a valid Massachusetts Driver’s License.

Training or Education

• An associate degree from an accredited college or university is required, and a bachelor’s degree is preferred. However, an equivalent combination of education and work experience may be allowed.

PHYSICAL REQUIREMENTS

Minimal physical effort required under typical office conditions include regular sitting, talking, walking and mental concentration for extended periods; intermittent moderate effort required for tasks such as moving files or related office equipment. Position requires the ability to operate a keyboard and calculator at efficient speed; and view computer screens for an extended period and the ability to adjust focus; hearing ability requirements include ability to interact with colleagues, the public, elected or appointed officials and outside organizations.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, the ability to adjust focus, and to distinguish colors.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. A majority of work is performed under typical municipal office conditions; the noise level may be moderate. A percentage of work may occur in conference rooms or meeting spaces and at off-site meetings.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; CORI check; and other job-related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.