Town Administrator - Job Summary
TOWN ADMINISTRATOR
JOB SUMMARY
Coordinates daily administrative functions of the Town Hall; supervises daily Town Hall operations. Serves as the Human Resources Administrator for all Town personnel. Responsible for reporting all personal injuries, town property damages or legal issues to the appropriate insurance carriers. Functions as the Board’s liaison with department heads, Town employees, committees and Town residents. SUPERVISION RECEIVED The Town Administrator operates under the broad supervision of the Selectboard. Exercises a considerable degree of independent judgement, and is evaluated through meetings, reports and administrative procedures. Performs regular duties on own initiative, exercising judgement and tact. EXAMPLES OF ESSENTIAL DUTIES (The duties listed below are illustrative only, and may not include all duties found in this position.)
1. Coordinates the daily administrative functions of the Town Hall; serves as liaison between the Selectboard and all Town departments. Supports needs of other boards, commissions, and committees. Coordinates the preparation of agreements, easements, rights-of-way and land purchases on behalf of the Town of Brookline.
2. Supervises all appointed Town Hall staff, including approving requests for leave; performing periodic (at least annually) performance evaluations; making recommendations for compensation.
3. Serves as Town’s Personnel Director. Coordinates documentation and insurance enrollment for all new hires. Acts as Town’s official remitting agent for insurance companies, including health, dental, property and liability, worker’s compensation, disability and life. Processes all claims arising under Town’s insurance policies.
4. Develops the annual budget for Executive, Financial Administration, Legal, Personnel Administration, General Government Buildings, Insurance, Regional Association, Cable, Building Inspection, Communications, Patriotic Purposes, Economic Development, and Debt Service functions. Reviews budgets from other departments and complies the total Town budget. Coordinates development of entire Town budget between Department Heads, Selectboard and Finance Committee. Authorizes regular expenditures of budget items. Reviews revenue and expenditure trends and reports potential problems to the Selectboard.
5. Oversees the Town’s Purchasing Policy. Coordinates purchases per the policy with Town departments.
6. Serves as Town’s primary point of contact with tenants of the Melendy Pond property; mails invoices and tracks receipt of rental income and other required documentation from tenants; creates and posts agendas for the Melendy Pond Management Committee; attends meetings and takes and posts minutes; carries out related activities between committee members.
7. Serves on the Town’s Joint Loss Management Committee. Ensures compliance with safety protocols as prescribed by insurers and others. Coordinate updates to the Town’s Safety Manual every two years.
8. Oversees and coordinates the response to any 91-A request received by Town Hall staff or other departments, if needed.
9. Supervises the preparation of the annual Town report and prepares warrants for Town Meetings and Special Town Meetings. Prepares other reports as required.
10. Develops a plan for records management.
11. Organizes and coordinates election set-up. Town Meeting set-up and Special Town Meeting set-up with the Town Clerk and Supervisors of the Checklist. Makes all arrangements concerning location, sound and video.
12. Monitors available grant opportunities and assist Department Heads, if needed, in preparing grant applications.
13. Serves as project manager for grant projects.
14. Prepares agenda for Selectboard meetings and ensures that all meetings are publicly posted. Compiles background information for meetings as required. Attends all Selectboard meetings. Writes minutes in the absence of the Administrative Assistant.
15. Coordinates regular meetings between the Selectboard, Department Heads and various Town boards, committees, and commissions.
16. Receives and routes correspondence for the Selectboard as necessary; prepares correspondence for Selectboard signature.
17. Receives and responds to general inquires and complaints regarding Town matters as necessary and works to maintain good public relations and to ensure that a high quality of service is provided by Town Hall personnel.
18. Stay current with legal and topical developments within areas of professional responsibility. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED General understanding of financial reporting and bookkeeping practices; knowledge of State statutes dealing with Town administration; knowledge of Town Hall administrative procedures; knowledge of personnel administration. Must have effective oral and written communication skills, including public presentations. Must possess the ability to do the following: Plan, organize, assign, supervise and coordinate the work of others; Analyze problems, prepare technical reports, and formulate recommendations; Delegate responsibility; Establish and maintain effective working relationships with others. Must have familiarity with current office practices, procedures, equipment and management. MINIMUM QUALIFICATIONS REQUIRED Bachelor's degree and three years of administrative experience, preferably in a municipal setting; OR any equivalent combination of education and experience that demonstrates possession of the required knowledge, skills, and abilities.