What are the responsibilities and job description for the Administrative Assistant - Municipal Services position at Town of Salem NH?
ADMINISTRATIVE ASSISTANT - MUNICIPAL SERVICES
Full-time, Administrative Assistant – Municipal Services
FLSA STATUS: Non-Exempt; 37.5 hours per week, 6:45 a.m. – 3:15 p.m., Monday – Friday
AFFILIATION: Salem Administrative and Technical Employees (SEA), Grade V
Come Join Our Team! Are you an organized, detail-oriented professional who thrives in a fast-paced environment? The Municipal Services Department — which includes Public Works, Utilities, and Engineering — is looking for a friendly and dedicated individual to provide high-level administrative support. In this role, you will handle sensitive information with confidentiality and professionalism, work independently, and use excellent judgment and tact to respond to inquiries and help keep our department running smoothly. If you’re ready to make a positive impact and be part of a collaborative team, we’d love to hear from you!
About the Role: The Town of Salem, NH seeks a full-time Administrative Assistant to provide executive-level administrative support for the Municipal Services Department, including its Public Works, Utilities, and Engineering divisions. This role requires a high degree of independence, sound judgment, and professionalism in managing inquiries and determining appropriate courses of action.
Accountability: Reports directly to and is accountable to the Director of Municipal Services (or their designee).
- Review and audit payroll entries for accuracy and compliance; follow up with employees and supervisors on missed punches, hours, and discrepancies.
- Assist employees with online and timeclock punches and provide support for the Town’s payroll portal.
- Organize and maintain digital and physical filing systems, ensuring documents are properly filed and accessible.
- Develop and manage tracking systems for key administrative functions, including performance evaluations, employee leave balances, certifications, seniority records, and petty cash.
- Maintain office supply inventories, review packing slips for accuracy, and resolve discrepancies.
- Generate purchase requisitions in compliance with Town and departmental policies for equipment, maintenance, training, and services.
- Assist with budget preparation and monitoring, ensuring accurate and timely financial data.
- Arrange and coordinate special events, municipal meetings, and departmental gatherings.
- Prepare agendas and record accurate meeting minutes, distributing documentation promptly.
- Prepare and develop official reports, bid packets, public notices, and personnel-related forms.
- Draft, review, and process incoming and outgoing communications and conduct research on routine matters.
- Work primarily in an office environment with occasional fieldwork or site visits to municipal service locations.
- Flexibility needed for after-hours meetings, events, or emergency situations as needed.
- Associate degree in a business-related field or equivalent education and work experience.
- Municipal Services and Public Works experience (e.g., construction and infrastructure maintenance) is desirable.
- Minimum of five (5) years of experience in a responsible administrative assistant position with significant administrative and public contact responsibilities.
- Strong background in customer service and office administration.
- Experience with time and attendance reporting is desirable.
- Proficiency in computer-based applications, including Microsoft Word, PowerPoint, Excel, Outlook, and records management systems.
- Basic understanding of budget processes and accounting principles.
- Excellent attention to detail, organizational skills, and problem-solving abilities.
- Ability to manage and maintain both digital and physical filing systems.
- Strong written and verbal communication skills for drafting documents, reports, and correspondence.
- Ability to work independently with minimal supervision.
What We Offer: Starting pay: $29.61/hour with holidays, paid time off, and benefits in accordance with the SEA Collective Bargaining Agreement.
- Health and Vision Insurance HSA – Employee pays $23.09/week for single coverage.
- Dental Insurance – Town pays 100% for single coverage.
- Disability Insurance – 70% of base wages for up to 26 weeks.
- Life Insurance – Town covers the entire cost equal to base annual earnings.
- New Hampshire Retirement System Group I – Defined benefit pension plan.
- Tuition reimbursement for pre-approved job-related courses.
- $4,000 annual health insurance waiver for employees with qualifying outside coverage.
How to Apply: Interested candidates must complete a Town of Salem Employment Application and submit a resume and cover letter to jobs@salemnh.gov. Applications will be held in confidence. Candidates will be rated based on education, assessment, training, and experience related to the job requirements. Please provide complete and accurate educational and employment information. Pre-employment testing includes educational and criminal background checks.
Internal candidates may apply in accordance with the SEA Collective Bargaining Agreement through March 21, 2025. Closing Date: Open until filled.
The Town of Salem is an equal opportunity employer.
Full Job Description is available below:
- Administrative Assistant Municipal Services
Employment Application is available below:
- Employment Application (PDF)
Salary : $4,000
