Executive Assistant

SPRAGUE, TOWN OF   Baltic, CT   Full-time     Administration / Clerical
Apply Now
Posted on April 3, 2021

DEPARTMENT: Selectman’s Office

NATURE OF WORK: This is highly responsible, complex, and confidential secretarial and administrative support services work performed directly for the First Selectman. The duties and responsibilities range from performing the duties of an executive secretary to advising on technical and procedural questions, and to implementing policy. The work involves the exercise of independent judgment and initiative based on general knowledge of the Town’s administrative policies and procedures. The position is classified as confidential, and is not part of a collective bargaining unit.

SUPERVISION RECEIVED: The Executive Assistant receives general direction from the First Selectman

EXAMPLES OF ESSENTIAL FUNCTIONS:

Provides administrative assistance and secretarial services to the Selectman; drafts and/or types correspondence, screens telephone calls, and schedules appointments and meetings.

Plans, organizes and executes work according to standard procedures and oral directions from the First Selectman.

Acts as liaison between the First Selectman and Department Heads and the general public; transmits and explains the First Selectman’s directions, and follows up for compliance, completeness, and conformance with deadlines. Serves as staff liaison for the Selectman in personnel matters.

Provides information to the general public and to other government entities on behalf of the Selectman.

Assists in the maintenance of the annual town budget. Prepares calculations for the town budget. Responsible for overseeing bills charge to the appropriate account. Reviews, types, and prints Accounts Payable checks. Maintains reports for all Accounts Payable. Calculates payroll for all town employees (excluding Board of Education). Responsible for posting to General Ledger (payroll transactions).

Deals with material of a confidential nature in connection with the collective bargaining relationship including, but not limited to, 1) ascertaining and collating data used by the Town’s negotiators; 2) analyzing and calculating the cost of offers and counter-offers being considered by the Town’s bargaining team; and 3) assisting in the work directly related to negotiations, such as coordinating communications with labor counsel, consultants, and negotiators.

Administers the health insurance and workers’ compensation insurance program. Serves as liaison among employees, insurance carriers and the Town in the administration of insurance plans. Handles intake and changes in employee status.

Maintains personnel files and maintains insurance incidence information. Observes strict confidentiality in maintaining personal files, records and correspondence.

Consults with members of the Boards of Selectmen and Finance in the preparation of agendas and schedules meetings. Prepares and posts agendas and mails notifications to members of Board of Selectmen re: meetings. Records Selectmen’s meetings and maintains Board of Selectman minute book. Follows up on issues, as directed.

Completes State and Federal reports (Labor Department, FICA withholding).

Completes quarterly reports based on salaries for Workers’ Compensation.

Receives and distributes incoming mail.

Ability to work long hours, including evenings and weekends.

Regular attendance is a requirement of this position.

*****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*****

OTHER JOB FUNCTIONS: Performs related duties and responsibilities as required.

QUALIFICATIONS PROFILE:

Knowledge, Skills and Ability

Thorough knowledge of business English, grammar, punctuation and arithmetic.

Thorough knowledge of the functions, laws, rules, regulations, and policies of the Town, or the ability to acquire such knowledge during a reasonable period of training.

Considerable knowledge of general office practices and procedures.

Considerable knowledge of advanced data processing technology, operations, systems, modern office procedures, office equipment, and administration. Skill in the use of a computer terminal or personal computer for word-processing, data base or spreadsheet applications.

Knowledge of clerical accounting procedures and techniques.

Ability to organize and express thoughts and ideas through written and oral communication.

Ability to exercise mature judgment, maintains confidentiality, and makes responsible decisions in accordance with established policies and procedures.

Ability to establish and maintain effective and courteous working relationships with other Town Officials, public officials, residents, the general public, other departments and agencies, and co-workers.

Ability to prioritize, organize and perform work independently.

Ability to plan and maintain record keeping systems.

Experience and Training

Associate's degree in Secretarial Science or Business Administration or Graduation from high school, including or supplemented by course in business and data processing, plus five years experience in general office work or a combination of equivalent education and practical experience.

PHYSICAL DEMANDS:

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 function.

While performing the duties of this job, the employee is frequently required to speak; hear; sit; stand, bend, twist, stoop or crouch; use hands, fingers, and wrists for repetitive motion, to handle and/or feel equipment, objects, tools or controls; and reach with hands and arms.

The employee is occasionally required to climb stairs to various levels; lift and/or move up to 25 lbs; drive; get in and out of vehicles.

Specific vision abilities required by the job include close vision, distant vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must possess normal audio ability. Hand-eye coordination is necessary to operate computers and various pieces of equipment.

The employee must be free from mental and/or physical disorders which would interfere with performance of duties as described, and have the ability to maintain his/her composure with the public and co-workers in everyday, stressful and emergency situations. Employee may occasionally have to function in situations where he/she is subjected to aggressive physical and/or verbal behavior.

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 function.

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