CITY OF EASTHAMPTON

Personnel Department
Easthampton Municipal Building
50 Payson Avenue
Easthampton, MA 01027-2266
Telephone: 413-529-1466
Monica L. Kane Fax: 413-529-1488
Personnel Director

NOTICE OF POSITION VACANCY

CHIEF OF STAFF-OFFICE OF THE MAYOR

PERMANENT FULL-TIME (40 HOUR) POSITION
MONDAY THROUGH FRIDAY Issued: 02/20/2018
SALARY: COMMENSURATE WITH EXPERIENCE Closing Date: 03/07/2018

Definition
Complex supervisory, administrative, and professional work in planning, organizing,
coordinating, directing, and supervising the city daily operations. Serves as liaison
between the mayor’s office and other city’s departments, City Council and state
officials. Investigates all problem situations and recommends solutions.

Supervision
Position is appointed by the Mayor and will serve under the policy direction of the
Mayor. In Mayor’s short term absence, assumes responsibility as acting mayor.

Performs highly responsible work, requiring the exercise of considerable

independent judgment in the planning, direction, and control of the city’s operations
and mayor’s office administrative activities. Performs duties on own initiative,
determining situations warranting Mayor’s attention and applying a high degree of
judgement in recommending and/or carrying out appropriate course of action.

Supervision Exercised
Directly supervises a minimum of three full-time professional employees. Assists
Mayor in monitoring the operations of various City Departments meeting with
department heads to ensure the smooth daily operations of day-to-day business.

Job Environment
Work is generally performed under typical office conditions. Frequently required to
work outside normal business hours. In addition, may be required to work on
weekends and may be contacted at home at any time to respond to important
situations and emergencies.

Operates office computer and standard office equipment.

Maintains contact, which requires perceptiveness and discretion, with other city
officials, particularly the Finance Director, the Director of the DPW, the Director of
Planning and Community Development, the Director of Personnel, the School
Superintendent and School committee, all Department Heads and State and federal
agencies, attorneys, auditors, and the general public.

Has access to city wide confidential information, including personnel records,

litigation matters, criminal investigations, collective bargaining negotiations and bid
documents (exclusive of medical records).

Essential Functions
The essential functions or duties listed below are intended only as illustrations of the
various types of work that may be performed. The omission of specific statements of
duties does not exclude them from the position if the work is similar, related, or a
logical assignment to the position.

Shall be deemed to be Deputy to the Mayor and shall be the coordinator of all
matters under the jurisdiction of the Mayor that are not specifically assigned to some
other person or office; Ensure compliance with all guidelines and policies issued or
promulgated by the Office of the Mayor and participate in the development of such
guidelines and policies. Assists Mayor in conducting interviews and screens
candidates to various municipal boards and commissions.

Ensures compliance with mayoral directives. Establishes policies, procedures and

standards, as necessary, in support of the mayor’s strategic plan. Provides control
over various ongoing projects, activities and programs. Prepares preliminary
analysis of departmental monthly, quarterly and annual accomplishments relative to
predetermined objectives. Coordinates interdepartmental activities.

Directs the preparation and review of the department budget for the Mayor’s office.
Reviews department budget submittals with each department head. Performs
analysis of department budgets and makes recommendations for the Mayor’s
review. Periodically monitors budget expenditures with Department Heads during
the course of fiscal year. Performs assessment of requests for exceptions or
additions to budgets and presents recommendations to the mayor.

Serves as chief liaison with City Councilors, department heads and personnel and
the community at large. Addresses City Council concerns; serves as key interface
to the Council’s subcommittees. Participates on city committees as assigned.
Maintains open lines of communication with all city personnel. Reviews and
addresses routine citizenry concerns.

Coordinates, and provides general guidance for, the production of all city
publications and communication vehicles. Serves as community and media
representative. Assists mayor with the development of executive communications
and notices. Assumes lead role in the communication of city’s position during crisis
situations.

Assumes lead organizational role for all city grant writing efforts and funding
allocations. Provides overall direction, based upon mayoral initiatives, for grant
applications. Determines the allocation of grant funds in order to ensure full
utilization of available monies. Establishes the city’s grant writing format. Reviews
all grant applications for completeness.

Establishes city’s posture relative to all City collective bargaining agreements.

Addresses significant issues, which arise during the life of the agreement. May
represent city’s interests in major arbitration cases.

Manages the daily activities of the Mayor’s office. Suggests new and improved
approaches to the efficient and effective delivery of city services. Works on special
projects as required.

Oversees property and liability insurance programs. Designs and implements the
city’s risk management program including the forecasting future costs and claims.
Develops programs to identify and mitigate patterns of loses and methods of
financing the payment of claims. Develops operating policies and procedures and
oversees long range planning.

Recommended Minimum Qualifications

Education and Experience

A Bachelor’s Degree with major course work in Business Administration, public
relations, public administration or related social science field and 4 years experience
in administrative work involving a variety of management, fiscal, personnel and
public relations activities or any equivalent combination of education and experience
which demonstrates possession of required knowledge, skills and abilities. A
Master’s Degree in Public or Business Administration is highly desirable. Municipal
experience preferred. Valid Massachusetts motor vehicle operator’s license.

Knowledge, Ability and Skill

Knowledge.
In-depth knowledge of municipal operations, budgets, accounting and
finance. ; Comprehensive knowledge of the functions of municipal
government; Knowledge of federal and state agency operations, City
Ordinances, and state laws.

Ability.
Ability to interpret rules, ordinances, and regulations; ability to establish and
maintain effective working relationships with public officials, employees and
the general public; ability to express clearly in written and oral form the
Mayor’s viewpoint; general knowledge of the principals of management,
budgeting and personal administration; ability to analyze and develop;
ability to develop and implement policies, procedures and standards which
lend a systemic approach to organizing functional areas; Ability to plan,
organize coordinate and direct projects; to analyze divergent problems and
formulate solutions and recommendations; Ability to effectively communicate;
to deal appropriately with and establish and maintain effective working
relationships with employees, council and committee members, government
officials, business leaders, the media and the public at large.
 Skills.
Must possess mediation, conflict resolution and leadership skills; Above
average presentation skills; superior budgetary and analytical skills.

Physical Requirements
Minimal physical effort is generally required to perform administrative duties; moderate
physical effort is required to perform field work. The employee is frequently required to
stand, walk, sit, talk, listen, and use hands to operate equipment. The employee is
occasionally required to lift and move objects weighing up to 10 pounds. Vision
requirements include the ability to read routine and complex documents and the ability to
operate a motor vehicle.

This job description does not constitute an employment agreement

between the employer and employee, and is subject to change by the
employer, as the needs of the employer and requirements of the job
change.

To Apply:
Applicants who wish to be considered for this position may do so by submitting an application
to: Personnel Department, Easthampton Municipal Building, 50 Payson Avenue, Easthampton,
MA 01027 on or before the above closing date.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER