Administrative Assistant - Department of Public Works

JOB TITLE: Administrative Assistant 

DEPARTMENT: Public Works

LOCATION: DPW Office

REPORTS TO: DPW Office Manager

FLSA STATUS: Non-exempt, Full-time, benefit eligible

POSITION GRADE: Grade 2

PAY: Starts at $22.04, dependent upon qualifications (effective 7/1 position starts at $22.70)

WORK SCHEDULE: Monday 8am to 7pm, Tuesday - Thursday 8am to 4pm and Friday 8am to 12:30pm, (37.5 hours)

1.     Nature of Work: The Administrative Assistant provides senior-level secretarial and broad administrative functions of the department.  This is achieved through the performance of complex office tasks. Serves as primary secretary, and performs all other related work as required.  Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.  Work involves typing letters, reports, and a variety of documents and forms, maintaining records systems, assisting the public, and carrying out various related information processes.  The Administrative Assistant is responsible for maintain and improving upon the efficiency and effectiveness of all area under his/her direction and control.

 2.     Supervision Received: Works under the general supervision of the DPW Director in accordance with applicable state and local laws and regulations.  Refers all questionable cases to supervisor.

 3.     Supervision Given; Incumbent may supervise other clerical employees on a day-to-day basis.  Responsible for overseeing the administrative operations of the office in the absence of the DPW Director, however, is not responsible for hiring, firing, and performance reviews.

4.     Confidentiality:  Employee has regular access to confidential information of the department.  Confidentiality must be maintained with regard to this information in accordance with Departmental Policy and the Public Records Act.

5.     Accountability:  Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town.  Consequences or errors, missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

 6.     Judgment:  Guidelines may be in the form of administrative or organizational policies, general principles, legislation, or directives that pertain to a specific department or functional area.  Extensive judgment is required to develop new or adapt existing methods and approaches for accomplishing objectives or to deal with new or unusual requirements within the limits of the guidelines or policies.

7.     Complexity:  The work consists of employing many different concepts, theories, principles, techniques, and practices relating to an administrative field.  Assignments typically concern such matters as assessing services and recommending improvements.

8.     Nature and Purpose of Public Contact:  Employee interacts constantly with co-workers and the public.  The employee deals with the public and other individuals regarding information pertaining to them in the Town’s records.  Excellent communication and customer service skills are required involving courtesy, tact, and diplomacy in resolving complaints or concerns of the public and in working with co-workers, State, and County agencies.

9.     Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type 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 logical assignment to the position.

1.     Train and provide backup for all DPW payroll and personnel functions

2.     Schedules employment physicals.

3.     Prepares Annual Municipal Solid Waste Report.

4.     Prepares Annual Recycling Report.

5.     Prepares Composting Report.

6.     Prepares and submits mercury recovery reimbursement request.

7.     Creates and updates monthly fuel usage report.

8.     Prepares Chapter 90 reimbursement requests and final reports.

9.     Processes Road Opening Permits.

10.  Updates annual vehicle and equipment inventory.

11.  Settles discrepancies as they arise.

12.  Composes and types correspondence, reports, and minutes.

13.   Establishes new DPW accounts.

14.  Has daily contact with general public, answers questions and takes messages for all Public Works Departments.

15.  Issues temporary passes to the Transfer Station.

16.  Issues Hazardous Waste Days passes.

17.  Provides assistance to other employees in their duties as necessary.

18.  Purchases supplies for the Department of Public Works.

19.  Purchases and ensures availability of supplies for copiers in; postage machine area, Inspectional Services, Town Manager’s office, DPW offices and Highway Dept. offices

20.  Purchases and ensures availability of supplies for the fax and mail machines in Town Hall Lobby area.

21.  Negotiates leases for copiers for Inspectional Services, Town Manager, and DPW offices.  TBD based on Facilities Director and Dir. of Muni Services.

22.  Assists in processing Accounts Payable and Commitments to the Town Collector when the Administrative Assistant is not present or as necessary.

23.  Creates forms and documents as needed to help DPW department's function.

24.  Provides administrative assistance to all DPW Departments especially, Buildings Maintenance, Highway, Transfer Station, Snow & Ice, and Lands & Natural Resources

25.  Posts department expenditures and transactions.

26.  Prepares statistical reports for DPW Director as assigned.

27.  Uses considerable knowledge of the principals and practices of bookkeeping and computer applications.

28.  Performs a multitude of various functions at one time.

29.  Uses considerable knowledge of office practice and procedure and principals of office management.

30.  Keeps complex records and prepares periodic reports from same.

31.  Exercises independent judgment and makes required decisions.

32.  Opens and processes mail; distributes reports, memos, and necessary information to appropriate persons.

33.  Provides required regular attendance and punctuality at the workplace.

34.  May be required to attend special meetings and work on special projects; performs similar or related work as required or as situation dictates

35.  Prepares accounts payable bills for submittal to accounting office.

36.  Records all accounts payable transactions in appropriate leaders for easy access by Department Heads.

37.  Verifies accounts payable transactions.

 10.  Recommended Minimum Qualifications: High School education, including or supplemented by courses in typing, bookkeeping, business machines and secretarial sciences, and minimum of one (1) to three (3) years’ experience in the performance of like duties or any equivalent combination of education, training, and experience.

 11.  Knowledge Abilities and Skill

 Knowledge: Knowledge of office procedures, practices, and terminology.  Knowledge of the use of office and data processing equipment, business arithmetic, business English and spelling.  Basic knowledge of bookkeeping techniques.  Knowledge of Massachusetts laws, procedures, regulations preferred.

 Abilities: Ability to maintain confidential information, to compose correspondence and to prepare, type, and proofread reports as to form and logic flow.  Ability to communicate effectively and tactfully with the public, co-workers, other employees, departments, officials, and other agencies and multitask at all times.

 Skill: Excellent secretarial and administrative skills.  Expertise and skill in utilizing personal computers and office application software packages.  Excellent customer service skills.

12.  Work Environment: The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements.  Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.  Employee may be required to work beyond normal business hours to attend evening meetings and to accomplish work assignments.  Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the public.  Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment.  Makes regular contacts with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, and correspondence.  Has access to department-related confidential information.  Errors could expose the Town to potential legal liabilities and/or could result in considerable confusion, delay, and adverse public relations; errors with bookkeeping or department procedures could result in significant confusion and delay or loss of services and monetary loss. 

13.  Occupational Risk: Duties of the job present little potential for injury.  Risk exposure is similar to that found in typical office settings.

 14.  Physical and Mental Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Physical Demands: Little or no physical demands are required to perform the work.  Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing.  There may also be some occasional lifting of objects such as books, office equipment and computer paper generally up to 30 pounds.  Minimal physical effort required in performing duties under typical office conditions.  Ability to operate a keyboard at efficient speed and view computer screens for extended periods.  Specific vision requirements include close vision and the ability to adjust focus.  Ability to sit, stand, walk and hear.  May be required to stand for long periods of time, when assisting the public at the window/counter.

 15.  Motor Skills:  Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination.  Examples include using a personal computer.

16.  Visual Demands:  Position requires the employee to constantly read documents and reports for understanding and analytical purposes.

 (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.)

Salary : $22 - $29