Administrative Assistant

Job Description

JOB TITLE: ADMINISTRATIVE ASSISTANT

DEPARTMENT: PUBLIC SERVICES

EMPLOYMENT TYPE: FULL-TIME/NON-EXEMPT

UNION/NON-UNION: SUPERVISORY & PROFESSIONAL UNION

The City of Pittsfield is looking for an organized, detail-oriented Administrative Assistant to support our Public Services Department. If you enjoy problem-solving and want to play a key role in keeping city operations moving, this is the perfect opportunity for you.

The position supports the Highway, Traffic, Parks, and Garage divisions under the Public Services Department. As the first point of contact for residents, vendors, and other City staff, you’ll provide exceptional customer service while managing payroll, budgets, and department communications. From tracking employee hours to helping coordinate snow and ice operations, this role is essential to keeping our city running efficiently.

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, bilingualists, 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. A pay incentive is available for bilingual employees!

Responsibilities

• Performs a variety of clerical duties requiring a moderate degree of decision making and knowledge the functions of the department & divisions, including but not limited to: preparation of forms and other documents related to the department matters neatly and accurately, compilation of statistical & standard record reports for submittal to state & federal agencies or other municipal departments; posting & maintenance of general records.
• Provides customer service to residents, businesses, vendors and other departments regarding public services information and operations.
• Tracks employee hours, overtime, and benefit information for payroll preparation; Maintains payroll records and other confidential personnel information.
• Prepares memorandums, letters & other reports; performs computer data entry; Manages social media communications to the public.
• Preparation and on-going tracking of the budget(s) for DPS; Maintains financial accounts & records, prepares and verifies accuracy of outgoing bills for department services and work; solicits price information for the purchase of materials and supplies and prepares purchase requisitions; places orders with vendors for approved purchases; receives supplies & materials and checks receipts against purchase orders for accuracy and completeness.
• Prepares invoices and bills for payment, reconciles discrepancies in payments.
• May dispatch Public Services employees and private contractors during snow and ice operations, as well as other inclement weather or emergency situations.
• May conduct localized or city-wide communications pertaining to snow events, inclement weather or other emergency situations.
• Performs other duties as assigned or required.
  
  

Qualifications

• High school diploma or equivalent
• Three - five years of relevant experience as an administrative assistant or clerk, in a fast-paced, dynamic office setting with frequent interruption.
• Through knowledge of modern office practices & procedures; Knowledge of bookkeeping procedures.
• Proficiency in the use of computers with working knowledge of Microsoft Office, MUNIS, and other relevant computer software necessary to complete job functions.
• Self-motivated, adaptable, and able to work both independently and collaboratively in a fast-paced environment.
• Excellent written and verbal communication; ability to engage with the public and colleagues in a friendly, confident, and professional manner, even in high-pressure situations.
• High level of accuracy and organization in processing records and data.
  
  

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 office. Lifts/moves objects weighing up to 10 pounds.

HOURS

Monday – Friday, 40 hours per week

7:00AM – 3:30PM

SALARY

Starting rate $18.38 - $19.40 an hour

Annual increases up to $25.45 an hour

Application Deadline

Monday, April 7, 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