Berkshirejobs is hiring: Executive Assistant in Maple Grove

Overview

The Town of Adams, Massachusetts is seeking an outgoing, organized and energetic administrative assistant to provide critical administrative, clerical, organizational and communication functions that support the Town Administrator and Board of Selectmen in the third largest community in the Berkshires. This position handles a significant amount of information varying in substance and content, requiring daily flexibility, priority setting and considerable judgment. On a daily basis, this position represents Town government while interfacing in person, by email or telephone with residents, businesses, vendors, fellow staff, State and local officials. Example routine duties include answering telephone calls, scheduling meetings, file management, drafting communications/ correspondence, budget tracking, purchasing and payroll. Ability to meet deadlines, organizing agenda items/documents, posting meeting notices in compliance with Open Meeting Laws and taking meeting minutes are critical functions. Utilizes mobile meeting platforms such as ZOOM, etc.

The successful candidate who joins our team at Town Hall will have a demonstrated ability to execute daily duties without constant direct supervision; work both independently and in collaboration with others; ability to maintain accurate and detailed records and to plan and manage completion of multiple assignments. The ideal candidate has a sense of humor, a willingness to learn, and is able to develop and maintain a relaxed, pleasant, cooperative attitude and working relationship with the public and staff. Desired knowledge and skills for the position include Microsoft Office Suite, MUNIS, automated payroll systems and familiarity with municipal government operations. An Associate’s Degree is preferred with 2-3 years relevant professional office experience; thorough knowledge of modern office practices and procedures, business English, spelling, and basic arithmetic are required. Please note that frequent evening meetings are required with this position.

This full-time, 35-hour per week position annual salary range is $48,563 to $53,606, commensurate with qualifications and experience. Benefits include paid time-off, State/Federal Holidays, pension, health, life, and dental insurance. Deferred compensation plan also available. Detailed job description and required application form is available from the Town of Adams website www.town.adams.ma.us or the Town Administrator’s Office, 8 Park Street, Adams, MA 01220. Candidates should submit resume, cover letter, and required application form to the Office of the Town Administrator, Adams Town Hall, 8 Park Street, Adams, MA 01220, or via email to employment@town.adams.ma.us. Applications should be received by 12:00 PM on August 8, 2025, but the position will remain open until filled. Review of applications will begin immediately. AA/EOE

General Duties

• Performs diverse administrative, organizational, and clerical work supporting the Town Administrator in the management of daily Town operations
• Performs scheduling
• Coordinates meetings
• Manages records
• Performs internal and external communications and other related work as required.
• Requires a working knowledge of departmental operations, local and state laws and involves continual process improvement to ensure efficient delivery/management of Town services.
• Handles a significant amount of details, each varying from the other in substance and content, requiring daily flexibility and considerable judgment in responding to inquiries from Town staff, officials and the public.

Supervision

• Works under the general direction of the Town Administrator.
• Independently and collaboratively plans and carries out daily work with responsibility to meet desired objectives, deadlines and priorities, as set by the Town Administrator.
• Revises and adapts to changes in priorities, work schedules and changes in workload.
• Expected to use procedures, delegation, resources and common sense to address routine problems, re-direct inquiries and answer questions without direction. Matters range in nature from routine to complex, which require the exercise of good judgement and initiative in situations not clearly defined by established procedures.
• Continually assesses procedures to ensure efficient and effective services are delivered and makes recommendations on improvements.
• Consequences of errors, missed deadlines or poor judgment may result in adverse public relations, legal repercussions and jeopardize programs.
• Accountability for complying with laws and regulations regarding agendas, record keeping and file management.
• May supervise intern(s) assigned to office.

Job Environment

• Work is performed in an office environment, with frequent interruptions.
• Operates standard office equipment, including computer programs, email, social media platforms, telephone and building management systems.
• Makes very frequent contact with other municipal departments, local and state officials, vendors and representatives of outside organizations
• Makes frequent contacts with town residents and the general public. Contacts are primarily in person, email and by telephone. Involves discussing routine and semi-complex information
• Contacts with the public require considerable patience and courtesy.
• More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with occasional hostile, uncooperative or uninformed persons.
• Has access to a wide variety of department-level and town-wide confidential information requiring the application of appropriate judgment, discretion and professional office protocols.
• Confidential information may include personnel matters, legal matters, financial concerns, policy concerns, etc.
• Requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions and determining actions to be taken consistent with standard or accepted practices.
• Judgment is used in analyzing specific situations to determine appropriate actions.
• Errors could result in considerable confusion and delay, cause poor public relations for the Town, and have legal repercussions.
• Hours of work are generally consistent with Town Hall operating hours. Attendance at weekly and periodic evening meetings is required.

Essential Functions

• Prepares presentations and correspondence, including letters, contracts and leases.
• Screens incoming mail and responds appropriately to matters not requiring the personal attention of the Selectboard and Town Administrator.
• Coordinates appointment schedules and calendars for the Town Administrator and Selectboard.
• Manages meeting room use and schedules.
• Attends all Selectboard and other meetings as required.
• Prepares and posts agendas for meetings of the Board of Selectmen.
• Assembles necessary documents, records, and transcribes minutes of meetings.
• Coordinates and is responsible for the setup of these meetings, including the use of technology, i.e. conference phone, ZOOM, presentations, etc.
• Receives telephone calls, emails, and visitors.
• Schedules appointments.
• Coordinates meetings.
• Answers routine inquiries.
• Routes complaints and issues to proper departments and resources.
• Coordinates office equipment maintenance (copier, postage machine, etc.) and technology service and upgrades.
• Provides information relating to municipal processes and other information regarding Town services, etc.
• Receives applications for various licenses, both on an annual basis and an as-needed basis, including Alcohol Retail Licenses, Alcohol Service Licenses, Special One Day Alcohol Permits, Inn-Keeper and Lodging Licenses, Common Victualer Licenses, Auto Dealership Licenses, Public Entertainment Licenses, One Day Entertainment Licenses, Sunday Entertainment Licenses, and Tag Sale permits.
• Coordinates approval process under applicable laws and requirements.
• Creates and issues licenses once approved. Remains up to date with current licensing laws, codes, and best practices.
• Attends training and seminars offered by the Massachusetts Alcohol Beverage Control Commission and others as necessary.
• Maintains appropriate records of licenses or violations of licenses.
• Drafts correspondence to the Board of Selectmen, as well as Town Counsel, regarding the status of current licenses, license transfers, and license amendments.
• Coordinates preparation of Annual Town Report.
• Coordinates arrangements for Town Meeting; aids in preparation and printing of Warrants and other materials.
• Processes department payroll and bill entry into the accounting database and provides budget tracking.
• Assists with the coordination of advertisements for employment opportunities and the preparation of job descriptions, etc.
• Receives, maintains, and organizes employment applications.
• Serves as the contact person for individuals interested in employment with the Town of Adams.
• Coordinates interviews.
• Assists with ratification memos to the Board of Selectmen and notices of ratification to the Accounting Department.
• Assists with all other aspects of the hiring and onboarding processes as needed.
• Serves as a liaison with external groups, organizations, etc. for events such as parades etc.
• Supports the Town Administrator with attendance and note-taking at meetings, as needed.
• Provides support to other departments for routine questions and assists with meeting and event coordination as needed.