The primary agenda item was the adoption of a new job description for the administrative assistant, a role critical to the town’s functioning. The discussion was initiated with input from the Personnel Committee, which had already reviewed the document and suggested several edits. A significant part of the discussion revolved around the inclusion of salary ranges. It was decided to omit salary details from the job description itself while ensuring they would be present in the job advertisement. This decision was made to align with traditional practices and to maintain flexibility in compensation discussions.

Another focal point was the language used to describe various responsibilities. The committee recommended avoiding specific references to technology names like OneDrive or Google Drive in favor of “shared folder” to ensure adaptability as technology evolves. Additionally, the confidentiality clause was rewritten to reflect the importance of maintaining discretion in handling sensitive matters. The board agreed on the phrase “maintains confidentiality while working with records of sensitive matters,” emphasizing the critical nature of this responsibility.

Considerable attention was given to clarifying the administrative assistant’s role in coordinating town communications, such as newsletters. The board reworded the relevant section to accurately describe the duties involved: “coordinate newsletter submissions for Town departments, volunteer boards, and committees, and maintain the publication schedule.” This change aimed to provide a clear understanding of expectations aligning with the role’s actual functions.

The discussion also touched on the position’s educational requirements. There was some debate over whether to specify a high school diploma or general education degree as the minimum qualification. This decision was driven by a desire to attract various candidates without imposing unnecessary barriers.

Proficiency in Microsoft Office was highlighted as a required skill. There was also a debate regarding the physical demands of the position, particularly the ability to lift and move items. The board decided to specify a weight range of 25 to 40 pounds to reflect the job’s physical requirements accurately.

Customer service experience emerged as a desirable quality for candidates, given that the administrative assistant serves as the primary point of contact for many town interactions. While interpersonal and communication skills were already emphasized, the board considered explicitly seeking these competencies in resumes to ensure candidates possess the necessary customer service aptitude.

Additionally, the handling of requests related to alcoholic beverages and entertainment required rephrasing for clarity. A participant pointed out that the section lacked a verb, leading to a group consensus to modify the wording to better convey the responsibilities involved.

Beyond the job description, the board discussed the process for posting the position and collecting resumes. Although the job posting was not yet complete, there was a commitment to have it ready by the following Tuesday. The urgency of attracting candidates was underscored, and plans were made to broaden the search through town announcements and online platforms like Indeed.

The meeting concluded with a motion to approve the revised administrative assistant job description, which was unanimously supported by the members present. The board also addressed scheduling matters, confirming a return to their regular biweekly meeting pattern and planning to revisit the town meeting agenda in future sessions.