Administrative Assistant, Department of Public Works - Town of Adams -

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Town of Adams
8 Park Street
Adams, MA 01220
Website: Click Here

Company Description:
Municipal Government
Administrative Assistant, Department of Public Works
$20.12 - $26.41 Per Hour
Full Time
Administrative/Clerical/Data Entry
Government/Public Service
Associate Degree
2+

Overview

The Town of Adams is accepting applications to fill the Administrative Assistant II position with the Department of Public Works. DPW is responsible for the maintenance and repair of public infrastructure. DPW Divisions consist of Highway, Parks & Grounds, Cemeteries and the Wastewater Treatment Plant. This position performs a wide range of support functions in a fast-paced office environment including, but not limited to purchasing materials and services, processing accounts payable and receivable, budget tracking, permit application process and data management. Responds to external and internal service requests via phone, email and in person. Coordinates sale of burial lots and internment orders.

Provides administrative and organizational support to the Parks Commission and Cemetery Commission by organizing agendas, posting meeting notices and taking meeting minutes in compliance with Open Meeting Law and other applicable rules and regulations.

The ideal candidate will be highly energetic, accurate, and possess excellent communication and organizational skills.  Strong attention to detail, accuracy, and high discretion are essential in this position.  In the absence of the department head, the employee may be responsible for basic decisions to maintain office operations.

Applicants must be able to juggle multiple tasks, maintain multiple phone lines, and have a strong commitment to customer service. Applicants should possess a high school diploma, associate’s degree and three to five years in relevant experience or an equivalent combination of education and experience.

Starting hourly rate is $20.12 to $26.41 depending on qualifications. This is a full-time, 35-hour-per-week position with benefits including paid time-off, state/federal holidays, pension, health, life, and dental insurance. A deferred compensation plan is also available. A detailed job description and a required application form is available from the Town Administrator’s Office, 8 Park Street, Adams, MA 01220. Candidates should submit their application form, resume, and cover letter to the Office of the Town Administrator, Adams Town Hall, 8 Park Street, Adams, MA 01220, or via email to employment@town.adams.ma.us. Review of applications will begin immediately and should be received by 4:00 PM on March 4, 2025. This position will remain open until filled.

General Duties

  • Serves as an administrative assistant in the effective daily administration of a range of department functions: administrative tasks associated with public works planning, and other related duties as assigned. 
  • Provides staff support to the Director in discharging the duties and responsibilities of the office and occasionally to Town Boards.

Supervision

  • Position performs a variety of administrative duties, following existing policies, ranging in nature from routine to complex, which require the exercise of judgment and initiative in situations not clearly defined by established procedures.
  • The position is under the supervision of the Public Works Director. 
  • Position informs supervisor of progress in completing major assigned projects and of any problems encountered; general advice and guidance from supervisor is provided as needed.
  • Guidance from supervisor is obtained on all critical and/or potentially controversial program or project issues.

Job Environment

  • Work is performed under typical office conditions; occasional work outside the office including commuting to other office environments. 
  • Position operates typical office equipment including computer, calculator, telephone, fax, and typewriter.
  • Position has frequent contact with the public, elected and appointed officials, Town departments, and regional/state agencies.
  • Position has access to limited department-related confidential information.
  • Errors could cause confusion, delay, or loss of service, adversely affect community development and public relations, and have financial and legal repercussions.

Essential Functions

  • Answers telephone; handles citizen inquiries; routes calls to appropriate individual or agency.
  • Attends meetings of boards and commissions as assigned;
  • prepares agendas;
  • takes and transcribes minutes;
  • arranges public meetings
  • Prepares general correspondence; a
  • ssists with the preparation of reports;
  • prepares licenses and permits;
  • collects and records fees;
  • takes dictation; types; schedules appointments for the Director or Operations Manager
  • prepares payroll worksheets and personnel records;
  • processes requisitions, bills, and maintains procurement records;
  • keeps accurate records of office activities.

 

Physical Requirements

  • Minimal physical effort required to perform duties under typical office conditions and to complete typical office tasks outside of the office such as deliveries, mail, and securing supplies. 
  • Position requires ability to operate a keyboard.

Education and Experience

  • High School graduation;
  • Associate degree in secretarial skills, business administration, or related field preferred;
  • two years responsible experience in clerical support, office administration, or record keeping; or any equivalent combination of education and experience.  

Knowledge, Ability and Skill

  • Position must have working knowledge of office practices and procedures. 
  • Position should have general knowledge of municipal functions, and public works practices.
  • Position should have ability to read and understand plans and maps and office accounting principles.
  • Position should have demonstrated ability to work independently and with others;
  • ability to maintain accurate and detailed records;
  • ability to work directly with the public with required patience and tact;
  • ability to plan and manage completion of multiple assignments.
  • Position should have excellent oral and written communication skills and computer skills.
  • Must possess and maintain a valid State driver’s license or have the ability to obtain one prior to employment.
  • AICP certification preferred.

 

 

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