Administrative Assistant - DPW

Job Summary

Highly responsible and complex administrative and clerical work with supervisory responsibilities which vary according to the department to which the position is assigned, performing diverse assignments concerned with departmental top management; related work as required.

Essential Functions

Works under executive direction which specifies the objective or objectives to be accomplished, provides guidelines based on precedent or legislative mandate, but within these parameters expects the employee to devise new methods or modify procedures to meet new conditions.

Errors of omission or commission, being difficult to detect as the employee is guided by policy to a greater extent than by definitive operating procedures, may result in substantial cost to correct.

Performs complex work, governed generally by broad instructions, objectives and policies, but requiring frequent administrative decisions at the middle management level because of changing conditions and problems.

Work involves both public and both intra- and inter-government contacts to explain a specific project or program, to obtain information to compile a report to management and to prepare a request for State or Federal funds, to respond to inquiries regarding the status of a State and/or a Federal partially funded project, or to implement a policy decision by the executive level of departmental management.

Relieves the Superintendent and the Assistant Superintendent of paperwork and routine administrative details. Provides administrative direction to an Administrative Clerk and direct supervision to other departmental clerks or part-time clerical personnel assigned to assist in a major DPW project.

Prepares agenda for regularly scheduled and for special meetings of the Board of Public Works; attends such meetings, including public hearings, personnel hearings and prepares the minutes checking shorthand notes against a tape recorder.

Assembles and prepares statistics and other information as the basis for development of the departmental annual budget which may require independent research.

Prepares special reports for management such as Inventory of Equipment listing by unit, the model year or the year of acquisition, cost, life expectancy, depreciation, estimated replacement cost, serial number and registration number if self-propelled on a public street or highway.

Handles departmental correspondence which requires the attention of the Superintendent or Assistant Superintendent, frequently initiating outgoing or responding to incoming correspondence or prepares letters as generally outlined, dictated, or from pencil draft.

Supervises the administrative details relating to reporting by division heads to the Superintendent and the flow of correspondence from and to Town agencies, State and Federal agencies.

Prepares and documents requests for State reimbursement for Chapter 90 approved highway projects.

Qualifications

Associate’s Degree in Business curriculum or a related field plus three to five years of general office experience with progress through general clerical, secretarial and supervising positions, or any equivalent combination of education and experience.

Thorough knowledge of the functions, policies and management objectives of the department to which the position is assigned. Considerable knowledge of the legal authorization and constraints of the departments methods and procedures. General knowledge of the inter-departmental relationships within Dartmouth’s Town government. Ability to provide supportive services to management while maintaining an image of anonymity. Skill in refining general instructions into workable solutions.

Supervision

Work may involve partial or direct supervision of the incumbent of a clerical administrative position or direct or general supervision of two to six public safety and clerical employees, while performing similar work the balance of the time.

Job Environment

Work is performed under favorable or less than favorable office conditions with minimal risk of injury, but with frequent interruptions due to telephone calls or requests for assistance by co-workers or the public and may require attendance at night meetings.

Physical Requirements

Work is basically office type but is essentially service oriented, which requires intermittent standing, walking, and reference to diverse files and records.

Job Type: Full-time

Pay: $57,747.65 - $75,293.26 per year

Benefits:

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

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $57,748 - $75,293