Executive Administrative Assistant

Job Description

JOB TITLE: EXECUTIVE ADMINISTRATIVE ASSISTANT

DEPARTMENT: POLICE DEPARTMENT

EMPLOYMENT TYPE: FULL-TIME

UNION/FLSA: NON-UNION/NON-EXEMPT

The Executive Administrative Assistant provides high-level administrative support to the Finance and Administration Manager and other command staff, ensuring the efficient operation of the department. This role requires independent judgment, confidentiality, and the ability to manage multiple priorities in a dynamic environment. Responsibilities include payroll, purchasing, fiscal management, and office coordination. The position serves as a key point of contact for internal and external stakeholders.

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, 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

• Manage all correspondence related to personnel matters, including onboarding, offboarding, promotions, and changes in employee status.
• Assists the Finance and Administration Manager in the preparation of payroll for the department, may upload payroll in absence of the Manager.
• Prepare and process purchase orders, requisitions, and track departmental purchasing activities.
• Process accounts payable and receivable in a timely and accurate manner.
• Compile and prepare budget requests, statistical reports, and other documentation as needed.
• Handle confidential personnel correspondence and maintain accurate records.
• Respond professionally to public inquiries and serve as a resource for department information.
• Maintain personnel and administrative services files.
• Coordinate the purchase of equipment and supplies; act as purchasing representative for administrative services.
• Support other command staff officers as directed by the Finance and Administration Manager or the Chief.
• Perform other related duties as assigned to support departmental operations.
  
  

Qualifications

Education & Experience

• High School Diploma or equivalent required, post-secondary coursework in business, accounting, or related field preferred.
• Minimum two years of progressively responsible administrative experience, including proficiency in word processing, spreadsheets, and office coordination.
  
  

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
• MUNIS and IMC experience preferred.
• Basic knowledge of accounting principles and financial processes.
• Ability to quickly learn new technologies and systems.
  
  

Soft Skills & Competencies

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Demonstrated discretion and ability to handle confidential information.
• Excellent interpersonal skills; able to build positive relationships with staff, leadership, and the public.
• Adaptability and flexibility in managing changing priorities and deadlines.
• Problem-solving mindset with initiative and resourcefulness.
• Ability to work independently and collaboratively within a team.
• Professional demeanor and customer service orientation.
  
  

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.)

• Work is performed at police headquarters, with exposure to police operations, prisoner handling processes, loud noises, and frequent interruptions.
• Work requires frequent use of a computer for frequent data entry and processing, as well as the use of a telephone, copier, and other standard office equipment.
• Position involves frequent internal contact and regular contact with outsiders generally on routine matters.
• May require occasional evening or weekend hours to coordinate with other departments and complete workflows related to payroll.
  
  

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.)

• Operate standard office equipment efficiently.
• Move throughout administrative spaces in Police Headquarters and other municipal offices as needed.
• Lift/move objects up to 10 pounds.
• Note: Administrative spaces may not be ADA compliant.
  
  

HOURS

Monday – Friday 8:30AM – 4:00PM

35 Hours per week

SALARY

Starting rate $26.37 - $27.98 an hour

Annual increases up to $34.41an hour

APPLICATION DEADLINE: Thursday, November 27, 2025, at 4:00PM

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