Hiring Your First Town Administrator or Selectboard Administrative Assistant

Hiring an administrative assistant can significantly enhance the efficiency, organization, and effectiveness of the Selectboard, allowing members to focus on strategic decision-making, policy development, and community engagement. 

The role of an administrative assistant to the Selectboard is integral to the smooth operation of local governance. Here are several key benefits that demonstrate the value of this position: 

Improved Efficiency: An administrative assistant can streamline communication and scheduling for Selectboard members. By managing calendars, organizing meetings, and handling correspondence, they enable board members to maximize their productivity. For instance, rather than spending time coordinating logistics, board members can dedicate more energy to policy discussions and community projects. 

Documentation and Recordkeeping: Keeping accurate records and documentation is vital for transparency and accountability in local government. An administrative assistant can maintain meeting minutes, prepare agendas, and ensure that all documents are properly filed and accessible. This not only meets legal requirements but also fosters trust within the community. 

Enhanced Community Engagement: An administrative assistant can serve as a point of contact for residents, addressing inquiries and facilitating communication between the Selectboard and the community. This role helps to create a more responsive government, as residents feel heard and valued. For example, by managing social media or community newsletters, the assistant can actively promote town events and initiatives, leading to increased participation and support. 

Support for Projects and Initiatives: With an administrative assistant handling routine tasks, Selectboard members can focus on long-term projects and strategic initiatives that drive community development. An assistant can help with research, grant applications, or organizing special events, which can lead to innovative solutions and enhanced services for residents. 

Small-town governance can be both rewarding and challenging. In Vermont, selectboards of small towns often play a central role in overseeing the day-to-day operations of the town. However, these elected officials also often have other professional responsibilities and may not have all the time and expertise needed to manage the town's complex affairs. Hiring a town administrator can help bridge this gap, making town operations more efficient, organized, and responsive to the needs of the community. Here are several key reasons why hiring a town administrator is beneficial for a Vermont selectboard. 

1. Efficient Operations and Management 

Town administrators are professionals who generally have experience in municipal management to help the local government operate smoothly. With a town administrator in place, the selectboard can delegate day-to-day administrative duties such as overseeing daily operations, monitoring town employees, managing expenses, coordinating with department heads, and complying with state and federal regulations. This allows selectboard members to avoid getting bogged down in operational minutiae and instead focus on making decisions that are theirs to make, pursuing large scale improvements, and planning for their town’s future. 

2. Expertise and Professionalism 

Town administrators often have education and/or backgrounds in public administration, municipal law, or business management. Their expertise provides a level of professionalism that can be critical for ensuring that the town’s operations are carried out efficiently and legally. This professional guidance helps avoid common pitfalls such as mismanagement of funds, legal oversights, and inefficient allocation of resources. 

In smaller towns, where selectboard members may have limited experience in municipal governance, an administrator can provide much-needed knowledge and counsel. Administrators are also capable of navigating Vermont’s unique regulatory environment – invaluable for adhering to state laws, federal regulations, environmental codes, and more. 

3. Improved Coordination and Communication 

Town administrators primarily ensure that information flows efficiently to and from their selectboard. They gather information, prepare reports, summarize meeting discussions, and help prioritize issues for the board’s attention. This ensures that selectboard members are fully informed and able to make decisions based on accurate and timely information.  

Another significant advantage of hiring a town administrator is the improvement in communication and coordination between town departments and external entities. As the primary point of contact for town employees, contractors, and citizens, a town administrator is ideally positioned to facilitate smooth communication across all sectors. 

Moreover, administrators can act as a liaison between the town and state or regional agencies, ensuring that the town is kept up to date on new regulations or funding opportunities that could benefit the community. 

4. Long-Term Planning and Stability 

A town administrator provides continuity in local governance, which is particularly valuable in a small community where leadership may change frequently. Selectboard members may serve for only a few years, and their tenure may be limited by various factors including personal circumstances. In contrast, a town administrator is typically a long-term position that offers consistent leadership, stability, and institutional knowledge. 

Having a town administrator can also help the selectboard by carrying out long-term plans effectively. An administrator can work with the selectboard to develop and implement comprehensive plans for matters such as infrastructure, economic development, and community services. With continuous professional oversight, towns can better align their short-term actions with their long-term goals. 

5. Increased Accountability and Transparency 

Accountability is a cornerstone of good governance, and hiring a town administrator helps improve the transparency of a small town’s activities. The administrator is responsible for managing day-to-day operations and reporting back to the selectboard. This creates a clear line of accountability, where the selectboard can assess performance, review progress on goals, and determine whether town policies are being implemented as intended. 

Additionally, the administrator helps ensure that public meetings and documents are properly managed, promoting transparency in town decisions. With a conscientious professional in place to oversee administrative functions, residents can have more confidence that their concerns are being addressed and that town resources are being used effectively. 

6. Better Resource Management 

In the face of budgetary constraints, efficient resource management is critical to ensuring that public services remain effective without overburdening taxpayers. A town administrator can help the selectboard make informed financial decisions, develop balanced budgets, and monitor spending. Their expertise in municipal finance enables them to identify cost-saving measures and ensure that funds are allocated appropriately across departments. 

Additionally, administrators can help secure funding through grants, loans, and other state or federal programs. Their familiarity with grant application processes and eligibility requirements can help towns tap into financial resources that might otherwise be overlooked. 

7. Enhanced Public Relations 

Town administrators also play a vital role in fostering positive relationships with the public. They can serve as a point of contact for residents who have questions or concerns, ensuring that their voices are heard and their issues addressed. By maintaining open channels of communication, administrators help build trust between the town government and its residents. 

Furthermore, administrators can manage the town's public relations efforts, including handling media inquiries, issuing press releases, and keeping the community informed about town initiatives or challenges. 

In Summary 

Hiring a town administrator can provide significant benefits to a Vermont selectboard. Entrusting daily management tasks to a skilled professional allows board members to focus on broader policy issues, long-term planning, and the larger needs of the community. The result is generally improved efficiency, accountability, and governance – which ultimately enhances the quality of life for residents and enables the continued success of Vermont’s small towns. 

If you like the idea of adding a town administrator but are unsure if it is right for your town, VLCT can help. Meet with VLCT’s Municipal Operations Specialist by scheduling a time to discuss the considerations. 

A comprehensive onboarding plan for a new Town Administrator ensures a smooth transition and sets them up for success. 

The plan should be a detailed, multi-stage process spanning the first few months of employment. The initial phase should focus on introductions and administrative tasks. This includes meetings with key personnel, including the Selectboard, department heads, and other key staff members. The new administrator should receive a comprehensive tour of town facilities and be introduced to the town's IT systems and software. Essential paperwork, such as employment contracts, benefit information, and access credentials, should be completed promptly.  

The second phase should focus on learning the town's operations. This involves reviewing town documents, including the town charter, budgets, strategic plans, and recent meeting minutes. The administrator should shadow department heads to understand their responsibilities and the challenges they face.  

The third phase focuses on community engagement and relationship-building. This includes attending town meetings, community events, and meetings with local organizations and stakeholders. The administrator should also begin developing relationships with neighboring towns and regional organizations.  

The final phase involves developing and implementing a short-term work plan. This plan should outline the administrator's initial priorities and how they plan to achieve them, aligning with the town's overall strategic goals. Regular check-in meetings with the Selectboard should be scheduled to provide updates on progress and address any issues. 

Here are some key steps: