Executive Assistant to First Selectman

Job Description

Job Description

This administrative position reports to Ashford's First Select/CEO. An Associate’s degree in Secretarial Sciences is preferred, plus three (3) or more years of progressively responsible experience in a municipal government setting.

Responsibilities include:

· Serves as confidential secretary to the First Selectman by managing calendars and schedules, screening callers, and arranging appointments and meetings

· Acts as liaison with Town departments, staff, outside agencies, and the general public

· Interacts effectively, professionally, and constructively with staff, agencies, and the public

· Maintains and updates the office management information system, including physical and electronic files

· Conducts research, responds to information requests, and resolves complaints as needed; refers issues to the First Selectman or appropriate staff for resolution when necessary

· Schedules, compiles, files, and distributes agendas and materials for Board of Selectmen meetings

· Records and files Board of Selectmen meeting minutes

· Prepares reports, correspondence, and other written materials as directed; independently researches and compiles data, drafts original content, and maintains confidentiality

· Prepares Board of Selectmen annual report

· Acts as the department’s purchasing agent

· Assists with the preparation and distribution of RFIs, RFPs, and RFQs and collects bid responses

· Prepares and submits legal notices to publications

· Schedules the use of Town meeting rooms and facilities for Town agencies, community groups, and the public

· Maintains custody of and distributes keys to Town facilities

· Monitors board, commission, and committee membership terms and prepares appointment letters as needed

· Supports municipal grant research and preparation

· Provides support for ceremonial activities

· Assists with responses to Freedom of Information Act requests as needed

· Provides administrative support for pistol permit processing

· Provides notary public services