Executive Administrator, First Selectman's Office

Please see the job description below for the Executive Administrator position in the First Selectman's Office.

This is a non-union, exempt position with a salary range of $58,240 to $72,800, commensurate with experience.

Position Title: Executive Administrator

Reports to: First Selectman

Salary: $58,240 to $72,800

Status: Full Time, 40 hours per week.

Benefits: Health, dental, vision through CT State Partnership Plan, generous PTO, employer contributed 401a plan.

Interested applicants should submit their application, resume, and cover letter to nyarrish@townoflitchfieldct.gov.

APPLICATIONS CAN BE FOUND AT https://www.townoflitchfieldct.gov/job-openings

*RESUMES WILL NOT BE ACCEPTED WITHOUT AN APPLICATION*

Individuals must be able to pass a thorough background check, including DMV, references, and pre-employment drug screen, and background check. Applications, resume, and cover letter can also be mailed to the following address:

Town of Litchfield

Selectman’s Office

PO Box 488, 74 West St

Litchfield, CT 06759

Applications & resumes will be accepted until the position is filled.

Position Summary

The Executive Administrator serves as the primary human resources coordinator for the Office of the First Selectman. This position provides executive-level administrative support, manages Town communications, coordinates human resources administration for all departments, and supports municipal operations, employee relations and public engagement.

The Executive Administrator works collaboratively with elected officials, department heads, employees, labor representatives, consultants, and the public to ensure efficient municipal operations and compliance with applicable laws, policies, and collective bargaining agreements.

The position also administers employee benefit programs, pension coordination, insurance programs, personnel administration, and public information initiatives while supporting the First Selectman in the day-to-day management of Town government.

Essential Duties and Responsibilities

Executive Administration

• Provides executive administrative support to the First Selectman by managing a wide range of confidential, technical, and administrative functions.
• Coordinates activities and communications among Town departments at the direction of the First Selectman.
• Assists in the preparation of reports, correspondence, presentations, and official documents.
• Coordinates special projects and performs administrative assignments as directed.
• Responds to constituent inquiries and complaints, coordinating responses with the appropriate Town departments.
• Performs other related duties as assigned.
• Assists volunteer and elected led organizations, including board chairs, EMS organizations, volunteer fire departments, and other community service groups.

Public Communications

• Manages communications on behalf of the Office of the First Selectman.
• Drafts and distributes press releases, public notices, emergency alerts, newsletters, website content and social media communications.
• Maintains and updates the Town website and official social media platforms to ensure information is accurate, current, and accessible.
• Serves as Public Information Officer within the Town’s Emergency Operations Plan, participating in emergency planning, drills, and response activities as required.

Human Resources Administration

Provides human resources administrative coordination for all Town departments. Responsibilities include:

• Maintaining confidential personnel records.
• Coordinating employee benefit programs.
• Administering employee onboarding and new hire documentation.
• Coordinating recruitments, posting vacancies, reviewing applications, scheduling interviews, and assisting with candidate selection.
• Preparing employment documentation and ensuring compliance with hiring requirements.
• Schedules employee evaluations in accordance with collective bargaining agreements and Town policies.
• Administering annual employee benefits enrollment.
• Preparing annual wage and benefit information for employees.
• Coordinating employee benefit meetings.
• Administering Affordable Care Act reporting requirements.
• Managing the Town’s random drug testing program.
• Monitoring compliance with Town personnel policies and mandated employee training.
• Supporting employee recruitment and retention initiatives.
• Ensuring compliance with federal and state employment laws and Fair Employment Practices.

Pension Administration

• Serves as staff liaison to the Pension Commission and assists the Chair of the Pension Commission.
• Administers Municipal and Merit Service plans.
• Coordinates with the Town’s actuarial consultants and submits required data.
• Processes retirement documentation and maintains pension records.
• Researches retirement benefits and pension-related matters.
• Coordinates with legal counsel and consultants as necessary.

Labor Relations

• Serves as a member of the Town’s management negotiating team during collective bargaining.
• Compiles and provides personnel, compensation, and benefit information for labor negotiations.
• Assists with First Selectman, Board of Selectmen, and labor counsel with union-related matters.

Insurance and Risk Management

• Administers the Town’s liability, automobile, property, workers’ compensation, and life insurance programs.
• Coordinates annual insurance renewals.
• Maintains workers’ compensation and life insurance claims.
• Assists in preparing OSHA reports and loss analysis information.

Freedom of Information Administration

• Serves as the Town’s Freedom of Information (FOI) liaison.
• Coordinates responses to FOI requests.
• Maintains records in accordance ith Connecticut Freedom of Information laws.
• Consults with legal counsel as necessary regarding FOI compliance.

Budget Administration

• Assists in preparing annual operating budget estimates, narratives, and supporting documentation for departments under the authority of the Board of Selectmen.
• Assists with budget monitoring and related administrative reporting.

Minimum Qualifications

Education and Experience

• Associate’s degree in Business Administration, Public Administration, Human Resources, or a closely related field and at least seven (7) years of progressively responsible administrative experience; or
• Bachelor’s degree in Business Administration, Public Administration, Human Resources, or a related field and at least five (5) years of progressively responsible administrative experience; or
• An equivalent combination of education, training, and experience demonstrating the knowledge, skills, and abilities required to perform the position.
• Municipal government experience is strongly preferred.

Other Requirements:

• Valid driver’s license.
• Ability to successfully complete a background investigation.

Knowledge, Skills, and Abilities

• Thorough knowledge of human resources administration, employment practices, employee benefits, and personnel administration.
• Knowledge of municipal government operations and public administration.
• Knowledge of Connecticut statutes, municipal relations, Freedom of Information laws, and employment laws.
• Ability to interpret laws, regulations, ordinances, contracts, and policies.
• Knowledge of municipal budgeting and financial processes.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally with elected officials, employees, union representatives, government agencies, and the public.
• Ability to exercise sound judgment, discretion, and maintain strict confidentiality.
• Proficiency in Microsoft Office, Google Workspace, and Canva.
• Ability to manage multiple priorities and meet deadlines.

EEOC STATEMENT

It is the policy of the Town of Litchfield to provide equal employment opportunity to all

persons regardless of age, color, national origin, citizenship status, physical or mental

disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or

expression, genetic information, marital status, status with regard to public assistance,

veteran status, or any other characteristic protected by federal, state or local law.

In addition, the Town of Litchfield will provide reasonable accommodations that do not

present an undue hardship for qualified individuals with disabilities.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and

is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals

currently holding this position, and additional duties may be assigned.

Pay: $58,240.00 - $72,800.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $58,240 - $72,800