Confidential Administrative Coordinator

Under the direction of the Chief People Officer/Director of Human Resources, and in close coordination with the Town Manager’s Office, Assistant to the Town Manager, and the Finance Department, the Confidential Administrative Coordinator performs skilled, confidential administrative work that supports the daily operations of three executive-facing departments.

This position serves as an essential point of contact for internal and external stakeholders and provides high-level administrative, customer service, records management, accounts payable, and operational support across the Town Manager’s Office, People & Human Resources, and Finance. The role requires accuracy, discretion, responsiveness, and the ability to manage sensitive information with the highest level of confidentiality.

ESSENTIAL FUNCTIONS

The essential functions listed below are intended as illustrations of the type of work performed and are subject to change based on departmental needs.

Administrative & Departmental Support

• Serves as a shared administrative resource for the Town Manager’s Office, Office of People & Human Resources, and Finance Department.
• Provides direct administrative support to the Assistant to the Town Manager, including scheduling, meeting preparation, correspondence, and project-based tasks.
• Serves as a reception point for HR and Town Manager’s Office visitors; answers phones, greets walk-ins, and provides courteous, professional service.

• Supports the management and coordination of Boards & Commissions, including appointment tracking, reappointments, vacancies, term expirations, and communication with applicants and members.
•  Assists with updating Board & Commission webpages, ensuring agendas, minutes, membership lists, and public-facing materials are accurate and current.
• Helps coordinate public meeting obligations, including posting agendas and public notices in compliance with the Open Meeting Law, distributing materials, and ensuring documentation is properly archived.

Communication & Customer Service

• Manages shared departmental inboxes (HR, Town Manager’s Office, and relevant Finance channels), triages inquiries, routes messages, and provides routine information.
• Responds to employees, retirees, applicants, vendors, and the public with tact, clarity, and professionalism.

Recruitment & Onboarding Support

• Coordinates interview scheduling, recruitment logistics, and preparation of search materials.
• Supports onboarding including CORI processing, I-9 documentation, creation of new-hire files, and preparation of orientation materials.

Records Management & Compliance

• Maintains physical and digital personnel, contractual, and administrative records in accordance with state retention laws and confidentiality requirements.
• Assists with mandatory reporting for OSHA, CORI, Workers’ Compensation, unemployment, and other regulatory submissions.
• Maintains logs, trackers, and filing systems for HR, Town Manager’s Office, and Finance workflows.

Financial & Operational Support

• Processes invoices, purchase orders, and accounts payable documentation in coordination with Finance.
• Assists with reconciliation tasks, routine financial tracking, and compilation of basic analytical or operational reports.
• Provides support with procurement documentation, bid postings, and contract management processes as needed.

Project & Event Support

• Assists with HR and Town Manager’s Office projects including benefit fairs, training sessions, employee events, public-facing initiatives, and annual administrative deadlines.
• Supports boards and commissions work as assigned, including logistical preparation, materials, and document management.

Confidential Support

• Assists with administrative tasks associated confidential matters including employee relations, investigations, disciplinary processes, and executive-level communications.
• Handles sensitive and time-critical information with judgment, discretion, and reliability.

General Office Duties

• Performs scanning, filing, copying, drafting correspondence, mailings, and supply ordering.
• Helps maintain organized and efficient shared workspaces and administrative systems.
• Performs other duties as assigned.

SKILLS, KNOWLEDGE & ABILITIES

• Strong verbal and written communication skills with the ability to interact professionally with diverse stakeholders.
• Ability to maintain strict confidentiality with sensitive personnel and organizational information.
• Knowledge of office practices, procedures, and customer service standards.
• Proficiency in Microsoft Office and the ability to prepare routine to moderately complex correspondence, spreadsheets, and reports.
• Ability to learn HR, finance, and administrative systems such as NeoGov, Munis, and related platforms.
• Strong attention to detail, accuracy, and organizational skills; ability to manage multiple tasks and frequent interruptions.
• Ability to understand and apply routine HR, finance, and administrative procedures.
• Ability to problem-solve routine administrative issues with sound judgment.

SUPERVISION RECEIVED

Works under the general supervision of the Chief People Officer/Director of Human Resources with functional direction from the Assistant to the Town Manager, Deputy Director of People & Operations, Benefits Manager, and designated Finance Department staff.

SUPERVISION EXERCISED

None.

JUDGMENT & COMPLEXITY

Work requires adherence to established procedures, policies, and regulations while exercising judgment in handling confidential information, prioritizing tasks, and resolving routine issues independently. Work involves balancing competing demands from three executive departments and maintaining accuracy in detail-oriented tasks.

GRADE: Non-Union Confidential Employee 

DEPARTMENT: Administration and Finance / Human Resources

FLSA STATUS:  Exempt

WORK HOURS: 36.25 hours per week

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ community, and persons with disabilities are encouraged to apply. The Town is committed to fostering a workforce culture of antiracism, diversity, equity, and inclusion.

Salary : $70,000 - $85,000