Executive Assistant

Job Description

TITLE: Executive Assistant in the Town Managers Office and the Office of the Town Attorney

REPORTS TO: Town Manager or his/her designee

NATURE OF WORK:

• Performs a variety of administrative support to enhance the services of the Town Managers and/or the Office of the Town Attorney including composing correspondence, requisitions, accounts payable and various reports.
• Interacts with and provides information to the public while maintaining a responsive and professional public image. May have considerable exposure to privileged and confidential information.
• Prepares a variety of departmental reports, records, notices or statistical data. Independently prepares and distributes bulletins and informational materials. May collect data or develop reports used in collective bargaining activities.
• Prepares purchase requisitions, purchase orders, VRRs and other forms and monitors expenditures. Prepares and maintains departmental records including payroll, PAFs, sick and accrual records.
• Researches, prepares and maintains materials related to special projects.
• Operates a personal computer with Microsoft Office software and enters information into database or spreadsheet programs.
• Maintains calendar; coordinates and schedules meetings, conferences and appointments.
• Greets the public and screens inquires, responds to questions utilizing knowledge of the Town and department operations.
• Responsible for handling administrative duties, including data entry, filing, and providing support to the office staff to ensure smooth office operations.
• Participate in special projects on a routine basis.

DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of legal administrative processes preferred.
• Knowledge of generally accepted business practices, procedures and methods.
• Proficiency in the utilization of personal computers, a variety of software and other modern office equipment.
• Ability to prioritize work assignments. Skill in oral and written communication.
• Must possess good interpersonal skills and use tact, diplomacy and sensitivity.
• Ability to manage and maintain workflow in prioritization of work assignments, determining daily priorities, and performance management of duties assigned.
• Ability to exercise discretion in handling confidential information and difficult and varied situations with employees and/or the public.
• Ability to establish and maintain effective working relationships with Town officials, Department Heads, employees and their representatives and the general public.

PHYSICAL AND MENTAL EFFORT/ENVIRONMENTAL AND WORKING CONDITIONS:

• Must be mobile and able to push/pull objects less than 20 pounds. Must be able to perform such tasks as filing, writing, typing, using a calculator, and skills which require hand-eye coordination, such as using a typewriter or computer. Must be able to sit for prolonged periods.
• Must be able to see objects closely, as in reading and typing a document; hear normal sounds with background noise, distinguish voice patterns and communicate through speech, as in using a telephone.
• Must be able to concentrate on fine detail with constant interruption, attend to tasks for 45- 60 minutes at a time, remember multiple assignments given over long periods of time, and understand the theories behind several related concepts.
• Ability to get along with co-workers, supervisors, customers and the public at large.
• May be exposed to dust, fluctuation in inside temperatures and electro-magnetic radiation as in computer screens.

MINIMUM TRAINING AND EXPERIENCE:

• Graduation from High School or equivalent plus five (5) years of responsible secretarial or related work experience. Experience with confidential or highly sensitive information, legal administrative preferred. Above-average proficiency with Microsoft Office products, a plus.

Company Description

The Town of Manchester is a vibrant and diverse community with an array of public services that reflect a set of values shared by its residents and leaders committed to bringing Manchester into the 21st century as an up-and-coming community that cares about its residents, its children, its schools and parks, its roads and utilities, and the health and safety of the Manchester Community.

Town of Manchester’s employees are essential to the town’s ability to provide quality services to the community. It is our goal to attract a diverse, and well-qualified workforce that are representative of our residents to bring their experience and expertise to join our team.

Come take a look at what is happening in the Town of Manchester https://www.youtube.com/@manchestercttown

Benefits

• Medical Insurance
• Dental Insurance
• Life Insurance
• Voluntary Vision Insurance
• 14-Paid Holidays
• Sick Time
• Annual Leave
• Paid Parental Leave
• Defined Contribution Plan with 6% employer match
• Tuition Reimbursment & loan repayment assistance
• Access to fitness center