Administrative Assistant- Department of Public Works

Summary

The Town of Great Barrington Department of Public Works is seeking a highly organized and motivated Administration Assistant to support the Highway, Wastewater, Cemetery/Parks, and Facilities Divisions. The ideal candidate will be responsible for handling public inquiries, processing important documents, assisting with budgeting, and providing overall administrative support to ensure smooth departmental operations.

Essential Duties and Responsibilities

The essential functions or duties listed below are intended only as illustrations of the various types 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 a logical assignment to the position.

· Receiving, logging and responding to inquiries and complaints from the public;

· Disseminating information to the proper division supervisor (Highway, Buildings, WWTP, Cemetery/Parks and Tree Warden).

· Perform word processing and filing tasks for the department (correspondence, advertisements, bid & project documents, notices of award, prevailing wage records, agreements and notices, to proceed contract amendments).

· Coordinating and monitoring the distribution of bid documents to outside contractors, for both annual goods and services and specific projects.

· Tracking quantities of materials used by the department (salt, sand, blacktop, drainage materials, electricity, gas, motor fuels, workers on in-house projects) and inputting the fleet maintenance software data.

· Perform semi-annual sewer billing. Assist with implementing the changes to the semi-annual sewer billing and the annual recycling report figures.

· Compile and submit the weekly pay warrants for all invoices received by the different divisions of the Department (Highway, Building, Cemetery/Parks, Street Lighting and Tree Services);

· Assist in budget creation and maintenance as necessary.

· Provide information and assistance to other Departments as required.

Supervision

Works under the general direction of the Department of Public Works Superintendent as required following municipal rules, regulations and policies, requiring the ability to plan and perform operations, and independently complete assignments according to prescribed time schedules.

Work Environment

Work is performed under typical office conditions, with regular interruptions to respond to request for information or service; the workload is subject to various seasonal and cyclic fluctuations

The employee operates standard office equipment.

The employee may have daily contact with the public, town departments and state agencies to provides and obtain information; contacts require excellent interpersonal skills, persuasiveness and resourcefulness.

Recommended Minimum Qualifications

· High school education or greater

· Exceptional organizational skills

· Fluent and high level user in all Microsoft Office packages

· Ability to learn and excel

· Highly motivated

Education and Experience

Three to five years of administrative experience; customer service experience preferred; or an equivalent combination of education and experience satisfying the requirements of the position.

Knowledge, Ability and Skills

Knowledge of office practices and procedures; familiarity with Microsoft Office Applications including: Word, Excel, PowerPoint and Outlook.

Ability to communicate effectively orally and in writing with town employees and the general public; ability to work independently and manage multiple tasks, ability to maintain confidential information.

Planning and organization skills; computer and office skills, communication skills.

Physical Requirements

Minimal physical effort is required to perform duties under typical office conditions. The employee is required to stand, walk, sit, speak and hear, and use hands to operate equipment. Vision requirements include the ability to read and analyze documents and us a computer.

The Town of Great Barrington is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. The Town is dedicated to building a culturally diverse staff committed to working in an equitable and inclusive environment.

Job Types: Full-time, Part-time

Pay: $55,000.00 - $65,000.00 per year

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Office Administrative: 3 years (Preferred)

Ability to Commute:

• Great Barrington, MA 01230 (Required)

Ability to Relocate:

• Great Barrington, MA 01230: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $65,000