Executive Assistant To The Town Manager at Town of Saugus

Job Summary:

Under the direction of the Town Manager, this position is responsible for is responsible for performing a variety of highly confidential, complex administrative and clerical support duties for the Town Manager.

Essential Functions:

• Performs varied responsible and confidential functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative in responding to inquiries, particularly in situations not clearly defined by precedent or established procedures; anticipates and initiates procedures and activities in support of departmental policies and goals. Juggles work tasks, phone calls, visitors, making appointments and managing calendars.
• Works under the general direction of the Town Manager, following municipal rules, regulations and policies, requiring the ability to plan and perform operations, and to independently complete assigned tasks according to prescribed time schedules, processing invoices in our billing system, MUNIS.

Knowledge, Ability and Skill:

• Knowledge: Thorough knowledge of office procedures, practices and terminology. Complete knowledge of the use of office and data processing equipment, business math, a solid foundation of American business English and spelling. Knowledge of local government and its operations.  Familiarity with pertinent State and local laws relating to departmental operations preferred.

• Ability: Ability to organize time, work independently and accomplish tasks despite frequent interruptions.  Ability to maintain detailed statistics, records, and clerical records.  Ability to deal with the public in a pleasant and professional manner.  Ability to maintain highly confidential information.  Ability to compose correspondence and to prepare, type, and proofread reports as to form and logic flow.  Ability to communicate effectively with the public, co-workers, other employees, departments, officials, and other agencies.  Ability to recognize and resolve problems with minimal administrative intervention. Ability to maintain detailed budget accounts, financial records, and clerical records.

• Skill: Excellent administrative and secretarial skills.  Expertise and skill in utilizing personal computers, FOIA requests, MUNIS, Microsoft Office, including database, and spreadsheet applications.  Excellent customer service skills coupled with strengths in all of the above listed applications and equipment.

Education, Training and Experience: Associates degree, two years of training in business, secretarial science or related field; and five years of experience in general clerical and secretarial work; municipal experience preferred; or any equivalent combination of education and experience.

Physical Requirements:

Regularly required to walk, stand, sit, talk, and hear; operate objects, tools, or controls; pick up paper, files, and other common office objects.  Lifts/moves objects weighing up to 10 pounds.  Ability to view computer screens and work with details for extended periods of time.  Ability to operate a keyboard and calculator at an efficient speed.  Ability to take notes at meetings at an efficient speed. Requires good coordination/dexterity for full keyboard use and assembly of materials and packets.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Posting Date: Open Until Filled

Application: Please e-mail all cover letters/resumes to Human Resources Manager, Shalini Malik at smalik@saugus-ma.gov