The appointment of Kathy as the representative for the Town Administrator search marked a step forward in addressing the vacancy. The board discussed the distribution of the job advertisement across multiple platforms, including the Massachusetts Municipal Association website and Indeed. Kathy shared insights on potential new venues for posting, emphasizing the importance of personal networking. The board also debated the reliability of LinkedIn for recruitment, concluding that while it could be a useful tool, caution should be exercised due to the potential for profile exaggeration.

Conversations about the Town Administrator search quickly led to broader discussions on restructuring administrative roles, specifically the transformation of the Administrative Secretary position into an Administrative Assistant role. This change aims to increase weekly hours from 20 to 32. The rationale behind this shift is to enhance service for residents and alleviate the workload on the Town Administrator, who operates further down the hall. The board also discussed the feasibility of relocating the administrative office to a more accessible location, possibly tied to future library construction, to streamline operations and improve visitor experiences.

The board explored amendments to job descriptions, particularly concerning salary listings. A suggestion was made to reference the internal grading system instead of listing salaries directly, allowing for greater flexibility in the hiring process. There was a lighthearted discussion about the removal of unnecessary phrases, such as “such things as,” to improve the clarity of job responsibilities.

The board also reviewed the responsibilities of the administrative assistant concerning town communications, such as creating meeting agendas. It was clarified that the Town Administrator collaborates with the select board chair to identify agenda items, while the administrative assistant handles the document’s compilation and formatting. This division of labor helps reduce the Town Administrator’s workload. Additionally, there was a commitment to investigate a backlog of select board minutes that had not been published, highlighting the need to catch up on documentation tasks.

Discussions touched on the town’s mailing practices, with suggestions to transition from physical mail to digital formats like email or PDFs to reduce costs and improve efficiency. The board also considered the language used in official communications, debating whether terms like “citizens” should be replaced with “residents” or “members of the public” for inclusivity.

Further conversations delved into the qualifications necessary for the administrative assistant role. The board debated whether a high school diploma or GED sufficed or if some college experience should be preferred. There was also a suggestion to include alternative qualifications, such as “two years equivalent experience,” to ensure flexibility in the hiring process while maintaining standards for applicants. Customer service skills were emphasized, and the possibility of including computer proficiency as a requirement was discussed, given the modern workplace’s reliance on technology.

The physical demands of the administrative assistant position were also scrutinized, with concerns about the practicality of lifting requirements. Suggestions were made to consider alternatives, such as bottom-loading water coolers, to minimize physical strain. The board expressed a desire to transition to an inline water cooler once municipal water safety issues were resolved.

The meeting concluded with logistical discussions regarding the role of the interim Town Administrator in the hiring process. The consensus was that involving the new Town Administrator in hiring the assistant would foster a better working relationship and ensure alignment in role expectations. The board acknowledged the importance of effective communication and collaboration between these two positions.