Administrative Assistant

Job Description

JOB TITLE: ADMINISTRATIVE ASSISTANT

DEPARTMENT: PUBLIC UTILITIES – WATER AND WASTEWATER DIVISIONS

EMPLOYMENT TYPE: FULLTIME/NON-EXEMPT

UNION/NON-UNION: SUPERVISORY AND PROFESSIONAL

The Department of Public Utilities, Water and Wastewater Divisions, is seeking a qualified individual to fill the role of Administrative Assistant. The Administrative Assistant performs moderately complex clerical duties in accordance with standard office procedures, requiring a moderate degree of decision making under general supervision.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

Responsibilities

• Performs a variety of clerical duties requiring a moderate degree of decision making and knowledge of the functions of the department & divisions, including but not limited to preparation of forms and other documents related to department matters neatly and accurately, compilation of statistical & standard record reports for submittal to state & federal agencies or other municipal offices and departments, posting & maintenance of general records.
• Provides primary customer service interface, in person or by telephone, to residents, businesses, vendors and other departments regarding public services information and operations.
• Tracks employee hours, overtime, and benefit information for payroll preparation. Maintains payroll records, including confidential personnel information.
• Performs duties in which typing or keyboarding is or may be required, including but not limited to preparation of memorandum, letters & reports and computer data entry. Manages social media communications to the public.
• Preparation and on-going tracking of the budget(s) for DPU; Maintains financial accounts & records, prepares and verifies accuracy of outgoing bills for department services and work, solicits price information for the purchase of materials and supplies and prepares purchase requisitions, places orders with vendors for approved purchases, receives supplies & materials and checks receipts against purchase orders for accuracy and completeness, prepares invoices and bills for payment, reconciles discrepancies in payments.
• May dispatch Public Utilities employees and private contractors during water and sewer operations, snow and ice operations, as well as other inclement weather or emergency situations.
• Performs other duties as assigned or required.
  
  

Qualifications

• High school diploma or equivalent
• Through knowledge of modern office practices & procedures, business English, spelling & arithmetic as demonstrated through prior applicable experience or successful completion of appropriate educational courses or education.
• Knowledge of bookkeeping.
• Reasonable speed and skill in the operation of a typewriter or keyboard; working knowledge of Microsoft Office, MUNIS, and other relevant computer software necessary to complete job functions.
• Ability to work & carry out routine administrative details and functions without constant & direct supervision.
• Ability to perform simple mathematical calculations, file & maintain records, and operate state of the art standard office equipment and machines including word processors.
• Ability to establish & maintain a cooperative and pleasant attitude and working relationship with the public and other employees.
  
  

WORKING CONDITIONS (The characteristics described here are representative of those that the employee encounters while performing the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

This is an office-based job in a dynamic municipal building. While performing the duties of the Administrative Assistant, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City.

PHYSICAL REQUIREMENTS (The physical demands listed here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

Operates standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal building which may include flights of stairs. Lifts/moves objects weighing up to 10-20 pounds.

HOURS

Monday – Friday, 40 hours per week

7:30am – 4:00pm

Salary

Starting rate is $18.93 - $20.08 an hour

Annual increases up to - $27.80 per hour

APPLICATION DEADLINE: Applications accepted until position is filled.

Company Description

Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.

Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. Minorities are encouraged to apply. We strongly encourage people of color, people with disabilities, LGBTQ community, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

Join us in our mission to build a stronger, more connected Pittsfield, where everyone has the opportunity to thrive.

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Retirement Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement