Confidential Executive Assistant – Select Board

Job Description

The town of Billerica seeks qualified applicants for the position of Confidential Executive Assistant to provide administrative support to the five-member Billerica Select Board.

Position is responsible for performing highly responsible complex administrative and secretarial duties for the Billerica Select Board. Work includes preparing for Select Board meetings, which are typically held the first and third Monday evenings of each month, however, alterations to that schedule occur from time to time. This position also includes producing meeting minutes that communicate the Select Board’s decisions to the appropriate parties, preparing correspondence, maintaining office filing systems, communicating with the public, as well as town employees and other officials, and maintaining the Select Board’s web page.

Essential Job Functions:

• Prepares agendas and documentation for Select Board meetings, posts meeting notices consistent with Massachusetts Open Meeting Law, transcribes meeting minutes and provides follow-up of action items from Select Board meetings.
• Initiates legal advertisements and abutters notification for public hearings. Processes board and committee appointment applications
• Researches records to gather and provide information to Select Board members
• Follows up on inquiries and processes concerns from the public. Furnishes information to the general public concerning Select Board’s Policies and Procedures, Rules and Regulations.
• Performs periodic reviews the Select Board’s Policies and Procedures and makes suggestions on improvements and maintaining best practices.
• Maintains and updates the Select Board web page.
• Manages the day-to-day activities of the Select Board’s Office, handles Select Board budget accounts and supply orders.
• Communicates with Town Counsel on behalf of the Select Board ensuring complete and accurate information being provided.
• Works in conjunction with the Town Manager’s office to ensure adherence to Select Board  priorities and goals
• Handles all license applications for alcohol, common victualler, Class I, II and III, and a variety of other licenses, permits and renewals within the parameters mandated by Massachusetts General Laws and the Massachusetts Alcoholic Beverages Control Commission.
• Other duties as directed

Qualifications:

The qualified applicant will possess strong organizational skills and computer skills with a thorough knowledge of Microsoft Office. This position requires strong customer service skills and the ability to work independently.

Associate degree required or bachelor’s degree preferred with a minimum of five years of progressively responsible office experience preferably in a municipal or government setting; a combination of education, training and experience will be considered. Demonstrated ability to maintain confidential information is essential especially in regard to Executive Session.

Salary Range:

Annually $59,366.32 – $84,335.68