Administrative Assistant - DPW - Part-Time

Administrative Assistant - DPW – Part-Time

The Administrative Assistant provides administrative support to the Department of Public Works (DPW) department by assuming primary responsibility for certain basic functions of a local DPW office. The purpose of this position is to perform responsible and varied clerical, administrative, bookkeeping, and record-keeping work of a difficult nature. 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 maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

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.

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.

• Establishes new DPW accounts.
• Posts department expenditures and transactions.
• Prepares statistical reports for DPW Director as assigned.
• Receives check payments and transmits to tax collector.
• Operates all office machines and computers.
• Prepares accounts payable bills for submittal to accounting office.
• Records all accounts payable transactions in appropriate ledgers for easy access by supervisors.
• Verifies all accounts payable transactions.
• Performs general typing and clerical tasks.
• Performs office work as required.
• Uses considerable knowledge of the principles and practices of bookkeeping and computer applications.
• Perform a multitude of various functions at one time.
• Applies considerable knowledge of office practice and procedure and principles of office management.
• Keep complex records and prepares periodic reports from same.
• Uses ability to maintain harmonious working relationships with other employees and the general public.
• Exercises independent judgment and makes required decisions.
• Opens and processes mail; distributes reports, memos, and necessary information to appropriate persons.
• Orders supplies and equipment for the department as needed.
• Provides required regular attendance and punctuality at the workplace.
• As required attends special meetings and works on special projects; performs similar or related work as required or as situation dictates
• Has daily contact with the general public, answers questions, and takes messages for all public works departments.
• Files and retrieves folders.
• Assist other office staff as needed.
• Assists in processing accounts payable and commitments to Town Treasurer.
• Train and provide backup for all payroll and personnel functions.
• Schedules employment physicals.
• Processes road opening permits
• Settles discrepancies as they arise.
• Composes and types correspondence, reports on minutes.
• Updates annual vehicle and equipment inventory.
• Issues temporary passes to the transfer stations.
• Issues hazardous waste day passes.
• Prepares grant reimbursement requests, including Chapter 90, and associated reports.
• Creates forms and documents for DPW function.
• Provides administrative assistance to all DPW departments.
• Performs similar or related work as required, directed or as situation dictates.

Recommended

Minimum Qualifications:

High School education, including or supplemented by courses in typing, bookkeeping, business machines and secretarial sciences, and minimum of two years of experience in the performance of like duties or any equivalent combination of education, training, and experience;
Valid Massachusetts drivers license.

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.

Abilities:
Ability to maintain confidential information, compose correspondence and 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.

Skills:

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

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…