Public Works Administrative Assistant

Statement of Duties: The employee is responsible for the provision of a full range of administrative and clerical services in support of highway, cemetery, parks, and staff. The employee is required to perform all similar or related duties.

Supervision Required: Under the general supervision of the Public Works Director, the employee plans, prioritizes, and carries out the regular work in accordance with standard practices and previous training.

Supervisory Responsibility: The employee as a regular part of the job is not required to regularly supervise other department employees.

Accountability: Consequences of errors, missed deadlines or poor judgment may include adverse customer relations, legal repercussions, danger to public safety, and monetary loss, and missed deadlines.

Complexity: Work consists of a variety of duties that generally follow established standardized operating practices, procedures, regulations, or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Work Environment: The work environment involves everyday discomforts typical of a municipal office setting subject to frequent interruptions. Noise or physical surroundings may be distracting, and but conditions are generally not unpleasant.

Nature and Purpose of Public Contact: Relationships are constantly with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations, or guidelines in order to render service, plan, or coordinate work efforts, or resolve operating problems. Other regular contact is with representatives of other town departments, state agencies, vendors doing business with the department, and utility company representatives.

Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Responsible for the performance of a wide range of clerical and administrative services including but not limited to answering the department telephone; trouble shooting vendor invoice discrepancies to ensure accuracy of bills, prepares correspondence, greets customers at a counter, on the telephone, or via email; receives receipts and processes the turnover of payments; filing and sorting of papers and documents etc.

Logs request for service and complaints; issues work orders.

Prepares, processes and files requests for Chapter 90 funding requests with the Mass DOT.

Plans, provides, and prepares all in-house contracts related to road work, equipment and required materials.

Communicates with the emergency dispatch center and contacts department personnel via a two-way radio.

Maintains monthly budget accounts, prepares, and processes the department payroll, maintains employee personnel records, and prepares bill schedules and turnover forms.

Responsible for the purchase of department supplies and the maintenance of a detailed inventory.

Qualifications: Education and Experience: High School diploma required, and an associate degree preferred; a minimum of one to three (1-3) years related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job. Public Works experience is a plus.

Knowledge, Abilities and Skill Knowledge: Common policies, practices and procedures of the department and office operations; laws and regulations pertinent to position functions. Common policies, practices and procedures of the department and office operations; laws and regulations pertinent to position functions.Common policies, practices and procedures of the department and office operations; laws and regulations pertinent to position functions.

Knowledge of office software (word processing and spread sheet applications) web site, and the Internet in support of department operations. Working knowledge of office procedures and computer operations.

Skills & Abilities: Ability to work independently and to interact effectively with disgruntled members of the public, local officials, and other department personnel; ability to perform multiple tasks and maintain confidential information.

Ability to manage multiple tasks in a detailed and organized manner. Ability to communicate effectively and tactfully, both orally and in writing, with local residents, department employees and officials, other town employees, sales representatives, and outside business professionals.

Ability to cope with new and/or complicated situations. Ability to be a self-starter, work with numbers, analyze and interpret technical data as well as to work with highly sensitive information. Ability to conduct independent research, prepare and administer grant applications, and to prepare detailed, accurate reports.

Proficient skill in the operation of a personal computer and office equipment and the application of office software including word processing, spread sheet, and data base management applications; proficient business mathematical skills, recordkeeping, keyboarding, and customer service skills; proficient written and oral communication skills. Effective organizational skills.

Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, and computer paper.

Town of Palmer is seeking qualified candidates for a full-time, 32.5 hours, Monday- Friday 8:30am-3:30pm, union position, of Administrative Assistant for the Department of Public Works.

The position works under the direct supervision of the Director of Public Works. Duties include but are not limited to a wide range of clerical and administrative services including but not limited to answering the department telephone; trouble shooting vendor invoice discrepancies to ensure accuracy of bills, prepares correspondence, greets customers at a counter, on the telephone, or via email; receives receipts and processes the turnover of payments; filing and sorting of papers and documents etc. Follows established departmental procedures in accordance with applicable Massachusetts General Laws, Town policies, Town bylaws and relevant state, federal and local regulation, and standards.

This position requires high school diploma required, and an associate degree preferred; a minimum of one to three (1-3) years related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Send resume and cover letter to 1015 Bridge St., Palmer, MA 01069. Salary is $24.12 per hour. (32.5 hours/Week) Position posted until filled. questions can be forwarded to the Director of Public Works, mmorse@townofpalmer, 413-283-2615

The Town of Palmer is an EOE/AA employer.

Job Type: Full-time

Pay: $24.12 per hour

Expected hours: 32.5 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Required)

Work Location: In person

Salary : $24