Administration

The Town Administrator works in assisting the Select Board to manage the affairs of the town of Smithfield, which involves

Administrative & Clerical Operations
– Serve as receptionist for the Town Office and greet visitors.
– Manage all incoming communications, including email, mail, phone calls, and in-person inquiries.
– Receive public complaints and concerns and forward them to the appropriate authority.
– Schedule and coordinate meetings, maintain calendars, and ensure Select Board members are informed of required attendance.
– Take accurate minutes for Select Board and other assigned meetings.
– Compose, draft, and edit official correspondence and documents.
– Organize and maintain filing systems, databases, and office records.
– Monitor and maintain office supply inventory and reorder as needed.
– Photocopy, process, and distribute documents as required.
– Develop and implement office procedures to improve efficiency and customer service.
– Provide support to executive staff and coordinate communication between departments, vendors, and the public.
– Organize meetings, events, and public information sessions.
– Coordinate volunteers and community programs, including food pantry and holiday assistance.
– Perform other administrative duties as assigned by the Select Board.

Financial & Budget Management
– Prepare warrants by assembling bills, verifying accuracy, processing payroll, and writing the warrant.
– Check cash sheets prepared by the Treasurer and post Treasurer’s receipts.
– Maintain financial books, records, and budget spreadsheets.
– Provide financial documents and information requested by the annual auditing firm.
– Assist in preparing the annual municipal budget.
– Process and track grants, reimbursements, loans, and related filings.
– Maintain accurate financial records and generate detailed financial reports.
– Assist the Assessor’s Agent with mill rate setting, tax calculations, commitment
-preparation, and valuation book maintenance.

Human Resources Administration
– Perform onboarding and manage personnel files.
– Administer benefits, training programs, and workplace safety requirements.
– Assist with personnel policy updates and distribution.
– Maintain compliance with employment regulations.

Public Works Coordination
– Serve as administrative contact for Public Works.
– Coordinate scheduling, communication, and task management for road maintenance and contracted services.
– Manage winter road notifications and resident communication.

Welfare & General Assistance
– Act as the Town’s General Assistance/Welfare Administrator.
– Process applications, maintain GA files, and prepare state-required reports.
– Stay current  with GA regulations.

Records & Legal Compliance
– Support election operations including preparation, postings, and recordkeeping.
– Respond to Freedom of Access Act (FOAA) requests
– Prepare and publish the annual Town Report.
– Manage the Town’s website, social media, and public communications.
– Prepare public notices and announcements.
– Serve as a liaison with businesses, agencies, and civic groups.

Cemetery & E-911 Responsibilities
– Maintain cemetery records and lot sales.
– Serve as the Town’s E-911 Addressing Officer.

Board and Committee Support
– Prepare all agendas, packets, notices, and minutes.
– Schedule meetings and public events.
– Manage correspondence and follow-through on Board directives.