Mayoral Assistant at City of Northampton, MA – Northampton, Massachusetts

· One (1) Full-time Vacancy – 35 Hours per week

· Monday through Friday from 8:30 a.m. – 4:30 p.m.

· Proposed start date: June 1, 2026

· Grade E: Hourly Rate Range $22.29 - $29.26

· Anticipated Hourly Hiring Range: $22.29 - $25.23

DEFINITION:

This position provides customer service and secretarial support services for the Mayor’s Office.

ESSENTIAL FUNCTIONS:

Mayor’s Office Logistics

• Opens Mayor’s Office on time every day to the public.
• Serves as the first point of contact for the Mayor’s office during public hours, welcomes all visitors, and helps visitors resolve their reason for visiting.
• Responsible for managing all paper communications with the Mayor’s Office.

Opens and sorts Mayor’s Office mail, date stamps all important documents, and ensures that documents are distributed or filed appropriately.

Creates the calendar for general mail distribution from the mail delivered by the USPS at Memorial Hall and shares in these distribution duties every seven weeks.

Responsible for obtaining wet signatures from the Mayor for all important documents that come to their attention.

Responsible for getting those signed documents back to the people who brought them once signed.

• Responsible for managing electronic communications with the Mayor’s Office.

Primary manager of the Mayor’s public email account. Acts as the first person to sort through emails, flagging emails according to office management systems.

Keeps the email system organized and correctly filed.

Ensures that every email receives a response within 48 hours and that no requests are dropped.

Primary manager of DocuSign requests - managing the electronic document signing process. Every inquiry must be driven to a conclusion.

Primary manager of the Mayor’s voicemail system.

• Maintains and updates the status of members of all boards, committees, and commissions in files and on the website; drafts memos of appointments/reappointments for City Council; responds to applicants. Communicates with applicants as needed, and answers questions.

Monthly review of appointments and related necessary outreach.

Monthly review of the posting of meeting minutes or regular OML compliance checks for all major boards and committees.

• Stocks and replenishes office supplies.
• Processes invoices to be paid by the Mayor’s Office in city financial software.

Mayor’s Constituent Service Representative

• Assists, responds to, and services all visitors to Mayor’s office. Responsible for the resolution of every constituent need to its conclusion.
• Answers the general Mayor’s Office phone line, provides information, answers questions, acts as a sounding board to constituents, and connects them with services to the point of resolution.
• The first person to respond to constituent emails with questions, concerns, complaints, etc.

Communicate with department heads when necessary to secure information applicable to responding to the above request.

• Responsible for managing and getting the most out of the Community Fluency constituent service platform. Uses Community Fluency to track calls to the Mayor’s office and track some email cases that rise to the level of being included in Community Fluency.

Mayor and City of Northampton Communications and Social Media

• Posts weekly updates of city events on the City’s website, social media platforms, and Soofa Signs.
• Coordinates with Mayor and creates social media posts about events attended by Mayor.
• Annually post city holidays and events on the city’s website
• Assists with the creation and dissemination of the Mayor’s communications, releases, and advisories across all platforms.

Helps maintain press lists, constituent interest lists, key stakeholder lists, etc.

• Monitors all communications for press inquiries and alerts the Mayor and the Chief of Staff of press interest. Ensures all inquiries receive a timely response.
• Post Youth Commission agendas and meeting minutes and reserve meeting rooms.
• Drafts City proclamations and certificates of recognition.
• Drafts all kinds of communications as requested by the Mayor, Chief of Staff, and Finance Director.

Annual Financial Calendar Support

• Revises and gathers budget documents for the annual proposed budget and capital improvement projects under the guidance of the City’s Finance Director, creating the publication for posting on the website and for printing, as applicable.
• Coordinates with the printing vendor to produce the print copies.
• Provides additional administrative support to the Finance Director as needed.

Miscellaneous

• Performs similar or related work as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

High School degree, including or supplemented by courses in business and office management and political science and from six months to one year of customer service in an office setting, or any equivalent combination of education and experience, required.

Knowledge, Ability, and Skill:

Knowledge: Knowledge of department operations and functions; knowledge of City policies.

Abilities: Ability to work with the Google Office Suite, including using pivot tables and formulas in Excel; ability to work with Adobe software. Ability to organize and maintain detailed files. Ability to work effectively under time constraints to meet deadlines. Ability to interact appropriately and effectively with residents, employees, and vendors.

Skills: Interpersonal skills; problem-solving skills; organizational skills; time management skills.

Physical Requirements:

Physical Skills: The work involves physical skills typical of an office environment, including sitting, standing, walking, and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor Skills: The work may require motor skills for activities such as moving objects and using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual Skills: Essential position functions require the ability to routinely read documents for general understanding and analytical purposes and the ability to view a computer monitor.

FRINGE BENEFITS:

Full Benefits and privileges are consistent with other Non-Represented employees.

This job posting closes on Friday, May 8th at 4:30 p.m.

~ Equal Opportunity Employer ~