TOWN OF WAYLAND POSITION DESCRIPTION

Title:

Assistant Town Administrator/ Human Resources Director

Department:

Selectmen’s Office

Appointing Authority:

Town Administrator with approval of the Board of Selectmen

Affiliation:

Non-Union

Grade:

N-13

Personnel Board Approved:

TBD

Summary of Duties Professional and administrative management and direction of all aspects of Human Resources administration in accordance with applicable federal and state laws, Town Bylaws and policies and Personnel Board directives; reviews, evaluates and makes recommendations to the Town Administrator on a wide-variety Town-related issues; performs administrative, planning and coordination duties on various functions including but not limited to human resources, employee benefits, insurance, budgets, purchasing, legal matters and special projects; serves as a member of the senior leadership team along with the Town Administrator and Finance Director/Town Accountant; assists the Town Administrator as assigned, usually on a project basis. Supervision Received Works under the administrative direction of the Town Administrator and under the policy direction of the Board of Selectmen and Personnel Board. Performs varied responsible and highly complex functions which require considerable judgment and initiative in determining courses of action which may or may not be guided by statute, established guidelines, collective bargaining agreements or precedent; work involves the ability to interpret and apply statutes, regulations, policies and procedures to a wide variety of individual problems and situations. Supervision Exercised Directly supervises 1 employee; exercises functional supervision over all Town employees in areas related to the administration, implementation and enforcement of both

Town and Personnel policies, by-laws and collective bargaining agreements; directs the activities of Town employees in the absence of or under the direction of the Town Administrator. As assigned by the Town Administrator, exercises direct supervision over specific Town Departments, Department Heads or Town functions; develops and establishes departmental objectives and performance standards. Job Environment Work is generally performed in typical office conditions, with frequent interruptions and requests for information; attends Board of Selectmen and Personnel Board meetings as required; attends other Town board and commission meetings and forums as necessary. Operates personal computer and standard office equipment such as copier, facsimile machine, etc. Makes regular contact with Town boards and committees, employees, department heads, state and federal agencies, labor counsel and town counsel, union officials, consultants, and the general public; contacts involve a wide-variety of complex Town issues; contacts require considerable judgment, persuasion, strategy, patience, courtesy and discretion and the ability to handle sensitive and confidential information in a professional manner. Has access to Town-wide confidential information including personnel records, legal proceedings, bid proposals, negotiating positions and collective bargaining strategies and plans. Errors in judgment could affect the town’s ability to deliver services and could result in substantial monetary and/or legal repercussions, could expose the town to certain legal liabilities, and could affect the public’s confidence. 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. Assists the Town Administrator on a variety of broad-based management issues; assists in the planning, analysis and implementation of Town-wide projects and initiatives; participates in various working groups/committees; develops complex analytical reports; coordinates projects for the Town Administrator. Serves as a Town representative in a variety forums and venues; acts on behalf of the Town Administrator in his/her absence; serves as acting Town Administrator when so designated by the Town Administrator or Board of Selectmen.

Assists the Town Administrator as directed on a variety of administrative issues; completes special projects as assigned. As a staff executive and member of the senior management team, assesses the climate for effective performance, training and development needs, employee relations and organizational structure as it effects employee motivation and interdepartmental relations; makes recommendations for optimizing human resources. Develops and recommends to the Town Administrator administrative controls, policies and procedures regarding Town-wide administration; implements and enforces policies and procedures as directed; advises on the effectiveness of policies and procedures and keeps senior management informed on relevant issues. Directs and administers all Human Resources’ functions for all Town personnel, with the exception of School personnel, to include, but not limited to, wage and salary administration, position descriptions and job classifications, collective bargaining negotiation and administration, policy administration, grievance procedure administration, program administration, performance evaluations and fringe benefit oversight which includes school employees benefits on specific items; oversees the maintenance of the Human Resources Information System (HRIS) and centralized personnel files. Advises Town Administrator, Boards and Commissions on a wide variety of operational and administrative issues; ensures compliance with applicable federal and state laws, Town by-laws, Town policies and procedures and collective bargaining agreements. Has frequent contacts with the Town employees, Department Heads, Town Boards and Commissions, other municipal and governmental bodies, labor representatives, the press, Town residents and the general public; frequently responds to requests for information from governmental entities and from organizations or individuals under the Public Records Law and Freedom of Information Act. Develops and recommends - Town By-laws, policies and procedures; implements and administers all of the aforementioned. Develops collective bargaining strategy with the Personnel Board, Board of Selectmen, Finance Committee, Town Administrator and appointing authorities; negotiates contracts and memorandums of agreement with collective bargaining units. Represents the Town in grievance hearings, mediations, fact-findings and arbitrations. Mediates employee disputes; works to improve communication within Departments; provides advice and counsel to Department Heads on a wide variety of topics.

Serves as a member of the Town’s Personnel Emergency Response Team (PERT) on matters related to workplace violence, harassment and unusual situations that are or could be disruptive to a Department’s optimal operations. Assess employee morale and recommends programs to improve it. Develops recruitment procedures and directs recruitment efforts; advertises and posts vacancies; reviews applications and screens for entrance requirements; interviews candidates; makes recommendations to hiring authorities in accordance with established guidelines; ensures legal compliance. Develops procedures for and oversees orientation of new employees; maintains and revises Employee Handbook. Conducts exit interviews with departing employees; uses information to improve the operation, organization and culture of the individual department, administrative policies and the Town as a whole. Develops, conducts or provides for training for Town officials and employees as needed in federal, state and local statues, policies and by-laws related to human resources issues; develops training topics and conducts training for the professional development of the staff; serves as the Town’s representative in a municipal training group. Administers workers’ compensation, MGL C.41, §111F compensation, property and casualty insurance, general liability insurance, unemployment compensation and all other insurance for the Town and School Department; in conjunction with the Finance Director/Town Accountant administers, selects and monitors employee benefits plans; serves as the Town’s representative on a multi-town health insurance purchasing consortium board. Oversees and coordinates the Town’s Employee Assistance Program through contracted vendor services. Oversees Risk Management; serves as the co-Chair on the Town’s Risk Management Committee; identifies potential hazards; develops, implements and administers programs aimed at reducing the Town’s exposure and limiting potential liability. Serves as affirmative action officer in the areas of employment activities, minority business enterprise, contract compliance and fair housing; demonstrates sensitivity for, and assures Town compliance with all factors affecting EEO, affirmative action, and ADA; serves as administrative and investigative officer for issues and complaints relative to access to public facilities and programs. Attends meetings of the Personnel Board, conveys all potentially controversial and other relevant issues to the Personnel Board for policy direction, advice, and/or resolution; prepares agenda and all necessary support data for Personnel Board members; serves as Board Secretary in recording and preparing meeting minutes for approval by the Board.

Drafts decisions, writes letters and other correspondence on behalf of the Personnel Board to include warrant articles, annual reports, budgets, collective bargaining contracts, grievance decisions and memorandum of agreements; reviews salary portion of the annual operating budget. Maintains and disposes of departmental records in accordance with Massachusetts Public Records Laws. Oversees the planning of employee appreciation events such as, employee picnics, safety luncheons, holiday parties, etc. Performs other duties as assigned by the Town Administrator, Board of Selectmen and/or the Personnel Board.

Recommended Minimum Qualifications Education: Bachelor's Degree in human resources, public administration, business administration or related field; Masters Degree preferred. Experience: Over 7 years of related professional experience, with municipal and collective bargaining experience preferred. Substitutions: An equivalent combination of education and experience. Licenses/Certificates: Must have a valid license to operate a motor vehicle. Knowledge, Abilities and Skills: Working knowledge of human resources principles, practices and methods as applicable to a municipal setting. Thorough knowledge of all applicable federal and state statutes, and regulations affecting human resources activities. Ability to exercise a high degree of diplomacy and judgment to influence all types of persons. Ability to communicate effectively orally and in writing.

Ability to work with all levels of the organization, i.e., appointed and elected boards, department heads, and front-line staff, as well as legal counsel, union business agents, consultants, and the general public. Ability to identify goals and objectives and organize workload. Ability to prepare, manage and review budgets. Ability to administer and interpret regulations, policies and procedures firmly, tactfully, and impartially, while maintaining flexibility to compromise and reach consensus. Ability to distinguish between and serve in a managerial capacity while maintaining role as chief negotiator. Ability to handle sensitive issues discretely. Skill in the operation of a personal computer. Organizational and budgetary skills. Excellent interpersonal skills. Skill in developing policies and procedures to ensure equity within the organization. Skill to demonstrate sensitivity to employee related matters and for all factors affecting EEO and affirmative action.

Physical Requirements Light physical effort required to perform duties under typical office conditions. Frequently required to sit, communicate, and move around the Town Building. Occasionally required to move, push or pull items weighing up to 40 pounds. Occasionally required to visit employee worksites outside of the Town Building.

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.