What are the responsibilities and job description for the Department Assistant position at City of Northampton, MA?
DEFINITION:
Position is responsible for performing professional and
administrative work to assist the Director in managing and overseeing all of
the City’s facilities, including financial activities, purchasing and
procurement, facility management and staff coordination.
ESSENTIAL FUNCTIONS:
- Verifies and submits bills and
warrants to City Auditor, financial journal entries, turnovers to
Treasurer; coordinates with Northampton Public Schools business office
regarding contract, invoicing and capital project issues; answers
questions from Auditor, Treasurer, others.
- Coordinates electrical, HVAC,
plumbing and routine maintenance work orders for City and School
facilities; assesses and coordinates responses to emergency work order
requests; works directly with electrical, HVAC, maintenance staff to
monitor progress and completion of work.
- Assists with contract bidding and
administration, advertising, City website postings; assists with bid
openings; maintains contract files.
- Administers security access to
City buildings, including issuing FOBs and keys and management
oversight.
- Prepares bi-weekly payroll and
maintains departmental personnel files; maintains various other records,
files, reports.
- Meets with City property
leaseholders to resolve building management issues and disputes.
- Assists Director with ongoing
tracking of multiple budgets and with preparation of annual budget;
reconciles account balances for assigned budget categories for accuracy;
performs special financial projects as needed.
- Orders supplies for numerous
departments.
- Solicits and manages capital
improvement estimates as needed for Director.
- Monitors City’s public request
tracker system, assessing maintenance requests related to street lights,
parking meters, car chargers; initiates appropriate response to resolve
issues.
- Maintains meeting room schedule
and coordinates with office staff ad custodians to coordinate room set ups
and HVAC requirements.
- Performs similar or related work
as required.
CONFIDENTIALITY:
The
employee has regular access at the departmental level to a variety of sensitive
and confidential information.
KNOWLEDGE, ABILITY, AND SKILLS:
Knowledge
of procurement and bidding process; knowledge of accounts payable, payroll and
record keeping.
Ability to work with budgets, scheduling; ability to work independently and prioritize work to meet deadlines; ability to use Microsoft office programs, various databases.
PHYSICAL, MOTOR, AND VISUAL SKILLS
Physical Skills: The work involves physical skills typical of an office environment, including sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.
Motor Skills: The work may require motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.
Visual Skills: Essential position functions require ability to routinely read documents for general understanding and analytical purposes and viewing a computer monitor.
MINIMUM QUALIFICATIONS:
Education and Experience:
High
school degree with courses in accounting and business management and from more
than one year up to three years of office
management and facilities management experience, preferably including
procurement experience, or any equivalent combination of education and
experience, required.
Physical Requirements:
The work involves physical skills typical of an office environment, including sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.
FRINGE BENEFITS:
All Benefits and privileges
consistent with the Local Clerical American Federation of State, County, and
Municipal Employees (AFSCME) Association Collective Bargaining Agreement
Contract.
MISC INFORMATION:
- One (1) Permanent Full-time Vacancy: 40 Hours per week
- Monday through Friday from 8:00 a.m. – 4:30 p.m.
- Grade AF2E; Hourly Rate Range: $22.26 - $28.90
- Anticipated Hourly Hiring Rate Range: $22.26 - $25.06
~ Equal Opportunity Employer ~
Salary : $22 - $29
