Administrative Specialist, Public Works

The Town of Needham is seeking applicants for the full-time position of Administrative Specialist with the Department of Public Works. Under the general supervision of the DPW Administration Analyst, the Administrative Specialist will perform comprehensive administrative and office support duties for the Department, which includes payroll, customer service, clerical support, office administrative and bookkeeping functions, and special projects. The position may handle a wide variety of complex situations with diplomacy and discretion.

A successful candidate will be a self-motivated individual who is comfortable working independently, has a strong attention to detail, the ability to organize and interpret information effectively, and can multitask while efficiently managing their time. This position is a great opportunity for those interested in starting or growing their career in local government.

More About the Administrative Division

You will be a team member within the division that is responsible for providing support services to the Department of Public Works. This includes managing an almost $30 million operating budget, drafting and presenting a multi-million dollar annual capital budget submission, ensuring compliance with all state and local policies including state procurement law, overseeing and implementing Town policies and procedures, overseeing the purchasing for the Department, organizing and presenting complex data, researching and applying for grants, managing the hiring and onboarding process for the Department, processing daily financial transactions such as accounts payable, payroll, and billing, and project management.

CON # 25092

• Prepares and processes payroll and payment invoices, including coding of expense categories for all divisions within the Department of Public Works.
• Enters requisitions and processes department expenditures, prepares reports, and tracks program revenue and expenditures.  
• Compiles data to assist in budget preparation and monitors expenses.  
• Researches, analyzes, and resolves payment problems with residents and vendors.
• Maintains department files included but not limited to payroll, purchasing, vehicular accident reports, vehicle purchase and insurance information, and personal property damage.
• Maintains supplies inventory; anticipates and orders needed supplies.
• Provides effective and efficient customer service and promotes and maintains responsive community relations.
• Provides administrative support for the DPW snow program when required. 

The following requirements may be substituted by any equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the job:

• Extensive technical or specialized training such as that which would be acquired by an Associates Degree or two years of technical or business school, preferably in Accounting, Office Management, Administration, or a related field.

• Four (4) years of experience as an administrative assistant/specialist, preferably in a local or state government setting.

• Proficiency with word processing, database, and spreadsheet applications.
• Demonstrated ability to operate independently, multitask, and manage time effectively with a strong attention to detail.
• Excellent communication, interpersonal, and customer service skills.

To apply, please submit your resume, cover letter, and application by clicking "Apply."

Applications will be accepted until 11:59 PM on May 8, 2025.

The Town of Needham is an Equal Opportunity Employer and is committed to fostering an inclusive and encouraging workplace. There shall be no discrimination on the basis of race, age, gender, national origin, disability, religion or belief, sexual orientation, marriage/civil partnership, pregnancy/maternity, veteran status, or any other protected class. We are an inclusive organization and actively promote equality of opportunity for all with the right mix of talent, skills, and potential. We welcome all applications from a wide range of candidates. Selection for roles will be based on individual merit alone.

The Town of Needham will endeavor to provide reasonable accommodation to a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation of our business. If you believe you require such assistance to complete this form or to participate in an interview, please contact us at tswanson@needhamma.gov.

Salary : $31 - $35