Administrative Clerk

Responsibilities

• Receive and greet the public.
  • Answer questions; provide information in-person, via telephone, and through written request.
  • Responds to questions/concerns elevated from clerical/administrative staff.
• Furnish information to the public relative to the rules, laws and ordinance governing the rentals of public buildings.
  • Opens, sorts, and distributes mail.
• Composes and updates routine correspondence for signatures by Department Head and others as needed; Prepares rental form letters and agreements.
  • Aids in the tracking of Department blanket accounts; Processes invoices billed to and by the department.
  • Aids in maintaining and tracking budget accounts throughout year.
  • Aids in the close out and re-opening of fiscal year end procedures.
• Receives, generates and dispatches work request to the proper trades’ workers and vendors.
  • Operates all office equipment (i.e. computers, photocopier, etc.).
  • Aids in arranging the rentals of public school buildings and Controy Pavilion/parks and collects fees where applicable.
  • Aids in ordering all janitorial supplies and inventory tracking for BMD Office, City Hall and Lichtenstein Center.
  • Serves as department’s fleet coordinator, in charge of all vehicle keys, inspections and repairs.
  • Responsible for leading all Building/School/Park Inspections and reporting/coordinating all repairs.
  • Schedules hood cleaning inspections semi-annually in schools and parks.
  • Schedules and coordinates all fire extinguisher inspections in all City Buildings/Schools.
  • Creates and distributes annual inspection binders containing each building/school with its individual detailed proof of all required inspections and valid certificates of occupancy.
• Records the employees daily work order time sheets in the Accela system and the Accela employee hours file.
  • Validates the work order has been done and completes in Accela.
  • Scans all employee daily time sheets and work orders and saves them in the S Drive.
  • Scans all time off and overtime slips to the Office Manager and delivers them to the Office Manager.
• Performs administrative duties in the absence of the Office Manager or when directed to by administration.
  • Performs other duties as required or assigned.

Qualifications

• High school diploma or equivalent.
  • Minimum of one - three years’ relative work experience in a fast-paced, dynamic office setting.
  • Experience with general accounting practices and procedures preferred for position.
  • Equivalent combination of education and experience shall be considered for the position.
• Knowledge/Skills/Abilities:
  • Ability to operate modern office equipment;
  • Knowledge of general office practices procedures, business English, spelling and arithmetic;
  • Ability to perform complex and arithmetical computation;
  • Familiarity with the rules, regulations, ordinances and laws governing the department served;
  • Computer experience in Microsoft Office programming, other relative computer software programs such as MUNIS;
  • Ability to carry out routine administrative details independently;
  • Establish and maintain cooperative working relationships with other employees and the public.

Working Conditions

• While performing the duties of the Administrative Clerk, 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.
  • incidentally be required to work after-hour for snow removal operations.

Physical Requirements

• This is an office-based job in a dynamic municipal building.
• While performing the duties of the Administrative Clerk, 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;
  • operate standard office equipment including computers and keyboards, at efficient speed.
  • Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing and pulling of objects.
  • The position requires lifting and moving objects weighting up to 20 pounds on a frequent basis, and over 20 pounds on occasion.

Hours

• Monday – Friday, 40 hours per week.
• 7:00am – 3:30pm.

Salary

• $25.10 per hour Annual increases up to $35.78 per hour

Application Deadline

• Wednesday, July 15, 2026 @ 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 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
• Retail Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement