Job description

ASSISTANT TOWN ADMINISTRATOR/HUMAN RESOURCES DIRECTOR

All applicants are required to complete an on line application with the Town at www.southhadleyma.gov/jobs Copy and paste that link into browser to apply.

Position Purpose:

The purpose of this position is to perform highly responsible professional, administrative and supervisory work to assist the Town Administrator in planning and coordinating all town services and operations. The ATM/HR Director manages the personnel and benefits programs, and is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

The Assistant Town Administrator/Human Resources Director serves as a member of the senior management team and assumes responsibility for Town Administrator functions in the absence of the Town Administrator.

Supervision:

Supervision Scope: Performs highly responsible work of a complex nature, requiring the exercise of independent judgment in providing professional advice to town officials, departments, boards and committees concerning the development, implementation and administration of the policies, goals, regulations, and statutory requirements related to the administration and operation of the town.

Supervision Received: Works under the policy and administrative direction of the Town Administrator with considerable latitude for independent judgment and action.

Supervision Given: Has direct supervisory responsibility for Payroll/Benefits Coordinator. Works directly with and advises all Department Heads and Senior Administrators to resolve personnel, training, discipline, grievance, and other employee issues.

Job Environment:

Attends frequent evening meetings. Makes frequent contact with all town departments/committees/boards, local and state government officials and agencies, insurance carriers, and consultants. Contacts require a high level of courtesy, patience, and the ability to influence the behavior of others. Has access to a wide variety of town-wide confidential information including bid proposals, personnel records, litigation, negotiating positions.

Essential Functions:

Town Administrator Support - Supports the Town Administrator’s office and the implementation of policy goals and initiatives. Assists the Town Administrator with functional supervision of office staff and meets with and follows up with Department Heads as directed. Researches and coordinates projects such as budget preparation, grant proposals, procurement, special events and responds to emergency situations such as weather events or labor actions. Prepares and submits employment-related reports required by the state or federal government. In the absence of the Town Administrator, attends Selectboard meetings. May exercise Town Administrator responsibilities when representing the Administrator outside of the office. May serve as Acting Town Administrator in his/her absence.

Recruitment and Hiring – Creates and posts job advertisements for all vacant positions in Town departments. Coordinates interview process with Department Head (scheduling, interview questions and other assessments). Conducts interviews. Performs reference checks on finalists. Creates and distributes offer letters.

Benefit Administration – Manages the selection, administration and provision of health, dental, life and deferred compensation benefits for Town employees and retirees. Disseminates information regarding open enrollment period and any changes to existing benefits.

Daily Personnel Issues – Assists department heads and employees with everyday personnel issues. Provides advice and sits in on meetings with the employee in question if asked. As requested, conducts investigations regarding claims of harassment and personnel misconduct. Assists and supports department heads with any progressive discipline that results from investigation. Conducts special projects and other assignments as needed. Morale Champion.

Labor Relations - Participates in the collective bargaining negotiation teams. Attends grievance hearings and prepares Town responses to grievances. Communicates with Labor attorney on status of negotiations and outstanding issues. Conducts research and may draft proposals for bargaining.

New Hire Orientations/Onboarding– In collaboration with Department Heads, welcomes and provides orientation to new staff. Provides and explains all personnel policies.

Workers’ Compensation and Injury on Duty (IOD)– Manages workers’ compensation and IOD claims. Provides updates regarding employee’s return to work status to department heads. Processes medical bills and lost wage payments. Recommends professional services vendors, interacts with insurance companies and the Retirement Board.

Personnel Policies – Prepares, writes, updates, and maintains personnel policies. Distributes policies and requests acknowledgement of receipts from all Town staff. Distributes and summarizes changes when policies are updated.

Safety Committee Coordinator/MIIA Credit Program– Staffs and/or supports employee safety committee.

Training – Manages training and professional development opportunities for staff, including onsite and external training courses. Coordinates harassment training for new employees and provides ethics training to appropriate staff.

Preparation for Annual and Special Town Meeting– Assists the Town Administrator with Annual and Special Town Meeting preparation including the annual update of the Classification and Wage Schedule for Annual Town Meeting.

Position Reclassification Requests – reviews and evaluates classification of positions; utilizes position evaluation tool. Make recommendations to the Town Administrator as to whether reclassification is appropriate.

Committee Support: Provides staff support to committees as assigned.

Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education, Training and Experience:

Bachelor’s degree in public administration, Human Resource Administration, Business Administration or related field preferred. Five to seven (5-7) years of related administrative experience, preferably in a municipal setting; or any equivalent combination of education, training and experience. HR Certification is desirable. Massachusetts Certified Public Purchasing Official (MCPPO) certification or ability to obtain MCPPO is desirable.

Knowledge, Ability and Skill:

Knowledge: Comprehensive knowledge of the functions of municipal government. Working knowledge of business administration, practices, general office procedures, and applicable local, state, and federal laws.

Ability: Ability to plan, organize and direct the preparation of reports, analyze problems, and formulate recommendations. Ability to speak and write effectively. Ability to establish and maintain effective working relationships with all town employees, board/committee members, officials and the general public. Ability to recognize town-wide priorities and work cooperatively to support their accomplishment. Ability to analyze complex issues and to develop relevant and realistic plans, programs and recommendations.

Skills: Mediation, conflict resolution, and leadership skills. Excellent customer service skills. Good analytical and budgetary skills. Superior public speaking skills. Skill in the use of the above-mentioned equipment.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to walk, stand, sit, talk, and hear; uses hands to handle, operate controls, and reach with hands and arms. Operates a keyboard at an efficient speed. May lift and/or move objects weighing up to 10 pounds. Communicates verbally and in writing.

(This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer as the needs of the employer and requirements of the job change.)

FLSA: Exempt

Job Type: Full-time

Pay: $90,000.00 - $110,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

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