Administrative Assistant

Job Description

JOB POSTING

JOB TITLE: ADMINISTRATIVE ASSISTANT

DEPARTMENT: PUBLIC HEALTH

EMPLOYMENT TYPE: FULL-TIME/NON-EXEMPT

UNION/NON-UNION: SUPERVISORY AND PROFESSIONAL UNION

The City of Pittsfield's Department of Public Health is seeking a dynamic and outgoing individual to fill the position of Administrative Assistant. This individual performs administrative and clerical duties that require a high degree of decision for conformance with departmental policies, state regulations and city ordinances. Incumbent is responsible for managing office procedures in the absence of the Office Manager.

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.

RESPONSIBILITIES

• Assists the head of the department in the administration of the department by performing administrative and clerical functions, relays administrative orders, directives and other information for distribution to the public and department members.
• Serves as receptionist for multiple departments for walk-in clients.
• Works with the department head and other staff in the development and implementation of policies and procedures to effectively and efficiently deliver service to a customer.
• Interfaces with and serves as a liaison with the public, other city departments and other outside agencies in the performance of duties for the department.
• Handles public and internal inquiries directed to the Board of Health; provides guidance on procedures for obtaining appropriate permits and/or assigns to appropriate personnel.
• Office mail is the responsibility of the administrative assistant.
• Maintains a complex record system electronically and manually; collects and processes fees; enters all data.
• Receives, records, evaluates all complaints from the public; assigns to inspectors and schedules inspections to ensure timely follow up; prepares correction orders and other correspondence.
• Processes and maintain records of permit applications; maintains updates to the City of Pittsfield's Health Department website and social media pages.
• Performs other related duties as assigned or required.

QUALIFICATIONS

• High School Diploma or Equivalent.
• Two years of directly related full time experience with office procedures and practices in a modern office setting. Graduation from an office management related technical school may be substituted.
• Ability to establish and maintain a cooperative working relationship with other employees and the public; must have strong interpersonal skills.
• Thorough knowledge of rules, regulations and ordinances governing the department or demonstrated ability to learn the same within six months of appointment.
• Ability to exercise sound judgment and discretion when applying and interpreting departmental policies and procedures; Possesses the ability to accept responsibility and work efficiently without constant supervision.

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, 35 hours per week

8:30am – 4:00pm

SALARY

Starting rate $18.38 - $19.40

Annual increase up to $25.45 an hour

APPLICATION DEADLINE: Monday, February 10, 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