Youth & Family Services Administrative Assistant

Youth & Family Services Administrative Assistant

Part-Time, Benefit Eligible

The Town of Westwood seeks a welcoming, team-focused individual to assume the 20-hour-per-week position of Youth & Family Services (Y&FS) Administrative Assistant. The successful candidate will be proficient in carrying out clerical, administrative, financial, and communications duties to support the day-to-day operations of the Y&FS Department. The position requires exceptional organizational skills, sound judgment, discretion, and the ability to handle highly confidential and sensitive information with professionalism and compassion.

Representative duties include the following:

• Welcomes visitors to Y&FS and serves as the first point of contact for residents, helping to create an environment of trust, respect, and confidentiality.
• Prepares correspondence, reports, spreadsheets, databases, and other documents; processes purchase requisitions and invoices for payment; screens phone calls, emails, and incoming mail.
• Assists with department programs and giving initiatives, including the Holiday Giving Program and other special projects.
• Assists with department communications and outreach efforts, including creating flyers, promotional materials, website updates, and content for departmental newsletters and publications using Canva and other communication tools.
• Compiles statistics and prepares reports for use in the Annual Town Report, grant applications, grant reporting requirements, and other departmental reporting needs.
• Prepares materials for special projects, programs, and initiatives offered by the department.
• Documents cash receipts and submits them to the Town Treasurer.
• Maintains filing systems, including confidential and sensitive treatment and assessment records.
• Prepares monthly agendas for the Y&FS Advisory Board; posts meeting materials on the Town website; distributes informational packets to Board members; attends approximately one evening meeting per month; records, transcribes, and distributes meeting minutes.
• Prepares and submits department payroll; prepares contracts for department consultants and tracks timely receipt of hours for payment.
• Monitors expense, grant, and other departmental budgets; compiles budget information and prepares reports to assist in the development of the department budget and Annual Town Report.
• Assists with providing information, support, and training on departmental procedures to interns, volunteers, and new Advisory Board members.

Qualifications and experience:

• Associate's degree in business administration, human services, or a related field; bachelor's degree preferred.
• A minimum of three years of progressively responsible administrative support experience, preferably involving financial recordkeeping, customer service, or human services administration.
• Experience in a municipal setting and customer service is strongly preferred.
• Experience in human services, youth-serving organizations, or community-based programs is a plus.
• Ability to deal tactfully, patiently, and appropriately with clients while maintaining strict confidentiality.
• Ability to remain calm, focused, and effective while managing multiple priorities.
• Ability to react quickly and with composure in urgent situations.
• Excellent customer service, communication, and public relations skills.
• Reliability, discretion, and sound judgment are essential.

Why Westwood:

• Competitive Compensation and Benefits:
  Salary range of $30.03 - $38.34 per hour, depending on qualifications. Robust benefits package including health, retirement, and other employee supports.
• Flexibility and Balance:
  Benefit-eligible 20-hour-per-week position with a predictable part-time schedule, generous paid time off, and a strong organizational commitment to work-life integration.
• Meaningful Work:
  Help support programs and services that strengthen youth, families, and older adults in the Westwood community.
• Whole-Person Focus:
  At all levels of the organization, we value and support the full well-being of our employees, not just the work they produce.
• Collaborative Culture:
  Work alongside a supportive, team-oriented staff with opportunities to contribute to cross-departmental initiatives and tackle complex community challenges together.

Apply by July 15, 2026. For full consideration, please include a resume and cover letter.