Administrative Specialist- Public Works

Administrative Specialist- Public Works

The Town of Concord is seeking a reliable and enthusiastic individual to perform various administrative tasks in the Concord Public Works Department requiring typing, computer data entry, record keeping, filing, and working directly with customers and other municipal personnel, requiring initiative and independent judgment in the application of prescribed policies, procedures, and methods. The chosen candidate will have excellent customer service skills, be able to work effectively and independently despite frequent interruptions and demonstrate good judgement.

Starting Salary Range: $28.12 to $33.75/ hour, depending on qualifications.

Applications will be accepted until the position is filled. The most highly qualified candidates will be invited to one or more interviews and/or other assessments. All applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.

Appointment of the final candidate will be contingent upon the results of pre-placement conditions including criminal and credit history checks, as well as a drug screening. Costs of these pre-placement requirements will be borne by the Town.

The Town of Concord, MA is an EEO Employer. We value diversity and welcome candidates of all backgrounds to apply.

Department:

Public Works

Salary Grade:

3

Reports To:

Director of Public Works

FLSA Status:

Non-Exempt

Appointed by:

Town Manager

Date:

August 2023

GENERAL SUMMARY:

Under the general administrative direction of the Director of Public Works or designee, performs moderately difficult office tasks requiring typing, computer data entry, record keeping, filing, and working directly with customers and other municipal personnel, requiring initiative and independent judgment in the application of prescribed policies, procedures, and methods. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under the direction and control of the position. Checks, sorts, records, and files various materials. Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures. Incumbent is called upon to handle a significant number of details, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility.

ESSENTIAL JOB FUNCTIONS:

External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

• Provides general reception services for visitors both in person as well as through phone systems ensuring customers' inquiries are responded to in a timely and respectful manner.

• Provides clerical, administrative and communication support to the Director and CPW Divisions and Staff.

• Maintains division files, both hardcopy and electronic, and employee postings consistent with Division/Department protocols.

• Assists in procurement activities including solicitation of quotes and compilation of responses to obtain supplies, equipment, and related services.

• Processes and maintains administrative records including invoices, purchase orders, bill schedules, turnovers, petty cash, complex bi-weekly payroll, changes of status forms and leave records for the Division.

• Assists in preparation of division annual operating budget; maintains budget database to date.

• May respond to any departmental or broader municipally declared emergency which requires interdepartmental or intercommunity coordination.

• Performs special projects and related responsibilities as initiated and requested.

• Performs other related duties as required, directed or as the situation dictates.

• Regular attendance and punctuality at the workplace is required.

SUPERVISORY RESPONSIBILITY:

None

EDUCATION & EXPERIENCE:

• High school education; additional education or training in office or business administration preferred, and one or more years of experience in general administrative or clerical work (municipal experience preferred), or any equivalent combination of education and experience.

KNOWLEDGE, SKILLS & ABILITIES:

• Thorough knowledge of office procedures, practices and terminology. Complete knowledge of the use of office and data processing equipment with strong verbal and written communication skills. Familiarity with rules, laws, procedures, regulations, etc. pertinent to the operations of the department helpful. Basic knowledge of bookkeeping techniques. General knowledge of local government and its operations helpful. Familiarity with pertinent state and local laws relating to departmental operations preferred.

• Ability to organize time, work independently and accomplish tasks despite frequent interruptions.

• Ability to maintain detailed statistics, records and clerical records and maintain confidential information.

• Ability to compose correspondence and to prepare, type and proofread reports as to form and logic flow. Ability to maintain detailed budget accounts, financial records and clerical records.

• Ability to communicate effectively and tactfully with the public, co-workers, other employees, departments, officials and other agencies.

WORKING CONDITIONS & PHYSICAL DEMANDS:

External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the physical demands (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. Majority of work is performed in a moderately noisy work environment, with constant interruptions. Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.

Operates computer, printer, video display terminal, keyboard, calculator, telephone, copier, facsimile machine and all other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching and stooping may also be required.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. 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.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.