Administrative Assistant (Part Time)

Job Description

JOB TITLE: ADMINISTRATIVE ASSISTANT

DEPARTMENT: DEPARTMENT OF COMMUNITY DEVELOPMENT

EMPLOYMENT TYPE: PART-TIME/NON-EXEMPT

UNION/NON-UNION: SUPERVISORY AND PROFESSIONAL UNION

The Administrative Assistant performs highly responsible financial, administrative, and clerical functions. Incumbent is responsible for accounts payable for departmental staff; responsible for processing requisition requests through the MUNIS system, tracking subsequent purchase orders and processing vouchers; prepares departmental payroll; assists in the administration of the City's Human Services Advisory Council (HSAC); attends Park Commission meetings and prepares agendas and maintains records of these meetings. Receives and greets the public. Answers phones, files records, purchases supplies, and arranges for maintenance of equipment.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ individuals, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

Responsibilities

• Responsible for Accounts Payable for staff including tracking expenditures against budgets, processing invoices, distributing and mailing treasurer's checks, and maintaining spreadsheet(s) of all accounts.
• Responsible for processing DCD staffs requisition requests through the MUNIS system and tracking subsequent purchase orders and vouchers.
• Prepares payroll, maintains payroll records (vacation, compensatory, sick, and personal time), and accruals as well as other related record keeping required by city, state and federal funding sources.
• Performs fiscal & accounting operations under the supervision of Community Development and Housing Program Manager and Community Development Accountant such as the maintenance of computerized spreadsheets tracking department's CDBG administrative staff hours for HUD IDIS drawdowns.
• Maintenance of internal DCD personnel records and preparation of departmental file maintenance sheets.
• Acts as the first contact person for the Department. Receives and greets the public. Answers the Department's main phone and provides caller with requested information or forwards the call to the appropriate staff person. Opens the daily mail and delivers it to staff.
• Purchase of office supplies & equipment including maintaining the department's equipment inventory.
• Assists with the administration of the Human Services Advisory Council's human service grant program by preparing board packages, setting up meetings, attending meetings, preparing meeting minutes, and setting up and maintaining project files for human service grant sub-recipients.
• Acts as the clerk for the City's Parks Commission by preparing agendas and board packages, attending meetings, and preparing minutes.
• Assists in the processing of Special Event applications.
• Assists in the general administration of the department by providing different levels of clerical support to staff and performing highly responsible general administrative and clerical functions.
• Receives housing rehabilitation and economic development loan payments and records all cash payments.
• Prepares fiscal, statistical and progress reports as needed.
• Performs other duties as required.
  
  

Qualifications

• High School diploma or equivalent, Associate's degree is preferred.
• Three to five years of progressively responsible experience as an administrative assistant or clerk, in a fast-paced, dynamic office setting with frequent interruption.
• Solid computer & internet skills required; solid skills in taking and transcribing minutes; Proficient in Microsoft Office programs especially Word, Excel, and Outlook. Familiarity with MUNIS software a plus.
• Ability to interact congenially, effectively & efficiently with co-workers, elected officials, and general public.
• Bilingual candidates are encouraged to apply
  
  

WORKING CONDITIONS

This is an office-based job in a dynamic municipal building. While performing the duties of the Administrative Assistant, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City.

Physical Requirements

Operates standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal building which may include flights of stairs. Lifts/moves objects weighing up to 10-20 pounds.

HOURS

Monday – Friday, 9:00AM – 2:00PM

25 Hours per week

SALARY

Starting rate $18.38 - $19.40 per hour

Annual increases up to $24.34 Per Hour

Application Deadline

Thursday, April 3, 2025 @ 4:00PM

Company Description

Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.

Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. Minorities are encouraged to apply. We strongly encourage people of color, people with disabilities, LGBTQ community, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

Join us in our mission to build a stronger, more connected Pittsfield, where everyone has the opportunity to thrive.

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Retirement Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement