Executive Administrative Secretary for Town Manager

Administrative Secretary - Town Manager's Office EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law. Close Date 6/2/2026 Open Date 5/22/2026 Description This is highly responsible secretarial work with administrative support duties in the operation of the Town Manager’s Office, under the supervision of the Executive Assistant. Work involves responsibility for performing diverse administrative, secretarial, and support activities. Work often involves public contact and effective coordination with other Town departments and outside organizations. Work requires the exercise of judgment, initiative, and discretion based on knowledge of administrative or operating policies and procedures. An incumbent performs duties with a minimum of supervision. Direction is usually required only for special assignments. Work is reviewed for achievement of desired results and adherence to policies and procedures.

ESSENTIAL JOB FUNCTIONS

Relieves the Town Manager’s Office of routine administrative and office management details by preparing standard operating reports (statistical and financial), and by undertaking limited research and data gathering tasks for administrative superior. Maintains a variety of financial and budget related information. Provides information on policies, programs, and procedures to public and others outside the agency or office. Assists in preparation of agendas, special reports, correspondence, newsletters and other materials; develops and coordinates publication of agendas, brochures, flyers, and related material; records and prepares minutes. Attends night meetings and prepares minutes for Boards/Commission Meetings. Develops office procedures, systems, and forms; plans and lays out secretarial and filing work; may on occasion direct the work of other office support personnel, either on a project‑by‑project basis or permanently. Develops specialized computer-based applications to automate office functions, using spreadsheet and/or database management programs; enters data into computer, and generates reports. Processes various applications for permit approval, under the guidance and direction of Boards/Commissions. Collects and accounts for fees and charges, and maintains associated records in an accurate fashion. Types correspondence, purchase orders, work orders, reports, minutes, and agendas; with only minimal direction, composes and types standard or routine letters, memos, and notices for signature of supervisor or Board/Commission chairs. Prepares formal legal notices and correspondence; records legal documents, as may be appropriate, and gathers official signatures necessary for certifications or other official records. Process incoming and outgoing mail for the Town Hall, Town Hall Annex, and Probate Court. Assists Town Garage with outgoing mail. Schedules appointments and meetings, resolving conflicts when they arise. Maintains meetings calendars and closing notices at Town Hall entrances. Receives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or appropriate authority. Attends meetings and conferences as required. Orders supplies and processes invoices for payment. Operates a variety of office equipment, and may train other office support personnel in their proper use and care. Promotes and maintains responsive community relations. This includes social media page maintenance, generation of content, town web page updates, etc. Reviews newspapers on a daily basis for legal notices and articles pertinent to the Town and distributes copies to applicable departments. Position Requirements

EDUCATION AND EXPERIENCE

Graduation from high school, supplemented by training and education in typing, business, and secretarial science required; prior work experience of at least four years in related land use applications with increasingly responsible secretarial or office support work required. Advanced college level course work in secretarial science, office management, or computer science or a related land use field desirable. In lieu of the above, any equivalent combination of training and experience that provides the following knowledge, abilities and skills may be considered at the discretion of the Town.

KNOWLEDGE, SKILLS AND ABILITIES

Considerable knowledge of business English, spelling, and arithmetic. Considerable knowledge of modern office equipment, practices, and procedures. Skill in the operation and care of general office equipment, including typewriters, word processors, and computers. Considerable knowledge of computer software programs as used in office applications: word processing, spreadsheets, and database management. Considerable knowledge of the functions and departments of a governmental jurisdiction in general, and, in particular, of the Department in which the employee works, or the ability to acquire such knowledge in a relatively short period of time. Knowledge of basic arithmetic functions and financial record‑keeping practices. Ability to type accurately at a high rate of speed, and to type correspondence from transcribed dictation or notes. Ability to develop and manipulate computer software applications and features to produce effective reports and information for management purposes. Ability to compose and prepare effective correspondence. Ability to maintain complex office records and to prepare accurate reports. Ability to communicate effectively, both orally and in writing. Ability to establish and maintain effective working relationships with other employees, public officials, and the general public, and to effectively and discreetly convey information. Salary Information $46,620 to $49,620 DOE Full-Time/Part-Time Full-Time #J-18808-Ljbffr Town of South Windsor