DPW Administrative Assistant

Hiring pay range: $29.84 - $35.81 per hour (FY27 max hourly rate is $41.78).

About the role

The Administrative Assistants perform financial work processing and recording expenses and revenue to support the Public Works Department, as well as administrative and secretarial work. The two positions may be assigned to focus on certain aspects of the duties but serve as backups for one another and will be trained on all essential duties.

Responsibilities

• Processes department payroll and maintains time sheet and attendance records; creates overtime working report.
• Processes accounts payable for the department; maintains an up-to-date line item balance.
• Records revenue and submits to Town Hall.
• Maintains the department filing system.
• Answers phone calls and responds to requests from residents, contractors, and other Town Departments; tracks all calls in a service request system.
• Maintains office inventory and supplies; orders as necessary.
• Orders gas and diesel for Department vehicles within budget authorization.
• Creates new water accounts, updates water meter information, and processes monthly labor and material invoices.
• Issues Transfer Station Stickers and administers Dig Safe Notifications.
• Creates and issues street opening permits, trench permits, and water applications.
• Assists Office Manager in assembling and copying contracts for outsourced public works projects.
• Assists Town Engineer/Assistant Town Engineer with filing or creating file folders for blueprints and plans.
• Inputs engineering-related data into GIS/data management software.
• Assists GIS Coordinator with folding maps, data entry, and form creation.
• Provides assistance to the public making copies of blueprints and plans.
• Coordinates all vehicle maintenance tracking.
• Performs other related duties as required.

Requirements

• High school diploma; one to three (1-3) years of experience in bookkeeping or accounting; or an equivalent combination of education and experience.
• Knowledge of office procedures, town government, and public works operations.
• Ability to learn and maintain current knowledge of effective accounting procedures.
• Ability to work independently and prioritize tasks to meet deadlines.
• Ability to work with numbers and maintain detailed records.
• Computer proficiency, including word processing, spreadsheet, database, finance, and GIS software.

Tools and Equipment Used

• Personal computer and standard office equipment (e.g., telephone, copier, facsimile).

Physical Requirements

• Minimal physical effort is generally required to perform duties under typical office conditions.
• Must be able to speak, hear, sit, and walk, and regularly lift or carry up to 10 pounds.
• Vision requirements include the ability to read documents for analysis and use a computer.

Work Environment

Work is performed under typical office conditions.