RAYNHAM TOWN ADMINISTRATOR
RAYNHAM TOWN ADMINISTRATOR
Job Description
Definition:
The Town Administrator is the Chief Operating and Administrative Officer of the Town and serves as the agent of the Board of Selectmen.
The Town Administrator is responsible for providing leadership in the development, implementation, and administration of all programs and policies established and approved by the Board in accordance with all applicable Town Meeting votes, by-laws, state laws, and regulations.
Responsible for proper operation of all Town affairs under the Selectmen on a day to day basis.
The Administrator shall formulate policies to assist the Board in identifying and addressing issues before they become critical and in developing policy options for the Board’s consideration.
Supervision:
Reports to and is evaluated annually by the Board of Selectmen with considerable latitude for independent judgment and initiative.
Responsible for the hiring process for all department head positions that fall under the direction of the Board of Selectmen. Coordinates search with the Moderators Advisory Committee and makes final recommendation(s) to the Board. All department head level hires are subject to a vote by the Board of Selectmen.
Has direct supervisory responsibility for all personnel reporting to the Board of Selectmen; administers the hiring process, provides direction, prepares employee performance evaluations, and counsels and disciplines staff consistent with town policies; has indirect supervisory responsibility for all town employees, not including those employees under elected boards or commissions. Ensures that all employees are following their terms of employment.
Job Environment:
Work is performed under typical office conditions. Full time position with evening obligations as well as some travel.
Operates typical office equipment. Must possess a valid driver’s license in order to operate a motor vehicle to travel around town and the state during the course of work.
Makes frequent contact with local, county, state, and federal government officials, local business and community leaders, town employees and department heads, and the general public.
Has access to a wide variety of municipal confidential information. Errors in judgement and administration may have far-reaching effects on the town's ability to deliver services and may have direct financial and legal repercussions. As such, the Town Administrator shall work closely with the Board of Selectmen, the appropriate Town Boards and Committees, and outside professionals to seek advice and counsel on critical matters as deemed necessary.
Essential functions:
1. Supervises, directs, and assumes responsibility for the planning, administration, management, and coordination of the daily operations of the Town in response to the directions of the Board of Selectmen and the specifications of existing policy, Town by-laws, state statutes and federal laws.
2. Make strategic recommendations to the Board of Selectmen in the development and amendment of general policy making and goal direction, and in Town-wide administration providing research, input, and recommendations on requested issues.
3. Maintains an up-to-date understanding of the responsibilities and activities of all Town departments; available to all department heads in a timely fashion, serves as an informational and administrative resource to the Board of Selectmen and Town departments, committees, boards and commissions, Town employees, external agents, and the general public. Performs varied and highly complex professional municipal management duties. Exercises considerable judgement making administrative and policy decisions.
4. Manages the personnel functions of the Town; develops, administers and monitors personnel policies, practices, and issues, such as classification and compensation studies, training, complaint resolutions, outreach and recruitment, statutory compliance, etc.
5. Represents and acts on behalf of the Board of Selectmen in all labor negotiations including labor union, non-union employees, and contract employees. Serves as management liaison to non-union employees.
6. Serves as municipal hearing officer per MGL Ch. 40U Sec. 6. and MGL Ch. 148A
7. Provides direct supervision and guidance, including regular communication, goal development and direction to assigned Department Heads; provides direction to all Department Heads in any administrative or operational area to ensure regulatory, statutory or procedural compliance.
8. Serves as the Board of Selectmen's representative, designee, liaison and/or responsible agent to external agencies, such as the Southeastern Regional Services Group, etc. Attends state county, municipal or other meetings to gather or present information ask or answer questions and respond to input.
9. Keeps the Board of Selectmen informed of the practice and trends in other communities.
10. Investigates complaints from a variety of sources; develops responses and, when appropriate, directs corrective action; ensures timely and appropriate response to citizen concerns and requests for assistance.
11. Solves problems relating to the Town Hall's internal functions and building issues, such as interdepartmental communication, disparate departmental direction, physical space, office management and scheduling etc.; prepares and implements standardized procedures, controls, and forms for use in internal operations and administration.
12. Oversees the preparation for the Board of Selectmen meetings, developing agenda, researching issues, providing background and recommendations for action when requested, and general assisting in the efficient movement of the meeting.
13. Compiles the annual town budget in conjunction with the Finance Committee and makes recommendations to the Board of Selectmen.
14. Prepares periodic reports to the Board of Selectmen and Finance Committee on expected revenues and expenditures of the Town, and on the Town's general financial condition.
15. Advises the Board of Selectmen, Finance Committee, and Capital Planning Committee in developing long range plans for the Town including a multi-year forecast of revenues and expenditures, a capital expenditure plan, etc.
16. Serves as the Town's Chief Procurement Officer; Oversees and approves all purchases of goods and services whether procured under the provisions of Ch. 30b or not. Prepares and analyzes bid specifications for contracted services and acts as contract administrator.
17. Facilitates the continuing development of a coordinated up to date technology environment for all town departments in conjunction with the IT Director.
18. Oversees the administration of annual and special town meeting warrants.
19. If required, serves as the Town's chief spokesperson and principal contact and is responsible for media and public relations. Maintains open communications to residents and facilitates their feedback to appropriate channels.
20. Ensures that a full and complete inventory of all property of the town, both real and personal, are maintained.
21. Coordinates with Town Counsel and Labor Counsel on all legal matters affecting the Town.
22. Develop an enthusiastic, motivated and well-trained staff committed to serving the Towns citizens and its policy-making boards and committees with respect and without personal bias or preference. The Town Administrator will foster transparency in the decision-making process and openness in helping employees and citizens understand how decisions are made.
23. Authority to approve payroll and vendor warrants may be delegated to the Town Administrator at the discretion of the Board of Selectmen.
24. Provides guidance and counsel for all matters relating to employee performance issues.
25. Performs other duties in response to the direction and needs of the Board of Selectmen and ensure overall effective, efficient Town management.
Recommended Minimum Qualifications:
Education and Experience:
Bachelor's degree in public/business administration or related field required. A master’s degree is preferred. Progressively responsible experience in municipal administration; or any equivalent combination of education and relevant experience.
Experience in budget analysis and preparation. Comprehensive knowledge of the functions of municipal government and how it interacts with state, county, and federal agencies. Experience with town meeting form of government preferred.
Experience in collective bargaining and human resource management preferred.
Massachusetts certified public purchasing official (MCPPO) preferred.
Knowledge, Ability and Skill:
Thorough knowledge of personnel management, collective bargaining and intergovernmental relations, municipal finance, budget management, systems management and operations.
Thorough knowledge of federal, state and local laws, regulations and requirements which affect local government.
Integrity and the ability to respect and appreciate differing opinions and perspectives.
An open-minded approach to sharing information and solving complex problems.
Ability to direct the work of department heads as well as professionals and other subordinates.
Ability to negotiate contracts, agreements and appropriate working arrangements with community organizations and the business community. Ability to work under time pressure and in stressful circumstances. Ability to develop effective working relationships with subordinates and with other Town departments.
Excellent written and oral communication skills; the ability to represent the Town before an array of organizations. Strong organizational, decision making, and analytical skills and the ability to manage a large number of projects and tasks at any given time.
The Administrator should be a planner, with long term vision, continually seeking improvements in the organization and opportunities to improve town government and its efficiency, effectiveness, and responsiveness; the Administrator shall encourage a philosophy of continuous improvement across all departments and anticipating the community’s needs.