Job Description
Salary: $30.89 - $35.09 Hourly
Location : Needham, MA
Job Type: Full-Time
Job Number: 202100295
Department: Department of Public Works
Division: Administration Division - DPW
Opening Date: 01/08/2025
Closing Date: 1/22/2025 11:59 PM Eastern
Description
The Town of Needham is seeking applicants for the full-time position of Administrative Specialist with the Department of Public Works. Under the general supervision of the DPW Administration Management Analyst, the Administrative Specialist will perform comprehensive administrative and office support duties for the Department, which includes payroll, customer service, clerical support, office administrative and bookkeeping functions, and special projects. The position may handle a wide variety of complex situations with diplomacy and discretion.
A successful candidate will be a self-motivated individual who is comfortable working independently, has a strong attention to detail, the ability to organize and interpret information effectively, and can multitask while efficiently managing their time. This position is a great opportunity for those interested in starting or growing their career in local government.
More About the Administrative Division
You will be a team member within the division that is responsible for providing support services to the Department of Public Works. This includes managing an almost $30 million operating budget, drafting and presenting a multi-million dollar annual capital budget submission, ensuring compliance with all state and local policies including state procurement law, overseeing and implementing Town policies and procedures, overseeing the purchasing for the Department, organizing and presenting complex data, researching and applying for grants, managing the hiring and onboarding process for the Department, processing daily financial transactions such as accounts payable, payroll, and billing, and project management.
CON # 25064
Duties and Responsibilities
Prepares and processes payroll and payment invoices, including coding of expense categories for all divisions within the Department of Public Works.
Enters requisitions and processes department expenditures, prepares reports, and tracks program revenue and expenditures.
Compiles data to assist in budget preparation and monitors expenses.
Researches, analyzes, and resolves payment problems with residents and vendors.
Maintains department files included but not limited to payroll, purchasing, vehicular accident reports, vehicle purchase and insurance information, and personal property damage.
Maintains supplies inventory; anticipates and orders needed supplies.
Provides effective and efficient customer service and promotes and maintains responsive community relations.
Provides administrative support for the DPW snow program when required.
Requirements
The following requirements may be substituted by any equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the job:
Extensive technical or specialized training such as that which would be acquired by an Associates Degree or two years of technical or business school, preferably in Accounting, Office Management, Administration, or a related field.
Four (4) years of experience as an administrative assistant/specialist, preferably in a local or state government setting.
Proficiency with word processing, database, and spreadsheet applications.
Demonstrated ability to operate independently, multitask, and manage time effectively with a strong attention to detail.
Excellent communication, interpersonal, and customer service skills.
Supplemental Information
To apply, please submit your resume, cover letter, and application by clicking "Apply."
Applications will be accepted until 11:59 PM on January 22, 2025.
The Town of Needham is an Equal Opportunity Employer and is committed to fostering an inclusive and encouraging workplace. There shall be no discrimination on the basis of race, age, gender, national origin, disability, religion or belief, sexual orientation, marriage/civil partnership, pregnancy/maternity, veteran status, or any other protected class. We are an inclusive organization and actively promote equality of opportunity for all with the right mix of talent, skills, and potential. We welcome all applications from a wide range of candidates. Selection for roles will be based on individual merit alone.
The Town of Needham will endeavor to provide reasonable accommodation to a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation of our business. If you believe you require such assistance to complete this form or to participate in an interview, please contact us at tswanson@needhamma.gov.
As a Town of Needham employee, you are offered a rewarding career-opportunity serving the Needham community, a thriving and growing town of approximately 32,000 residents and a diverse commercial tax base. The municipality has a Representative Town Meeting form of government, with a five-member elected Select Board who appoints a Town Manger to serve as the Chief Executive Officer. Town departments include Public Works, Police, Fire, Library, Public Health, Park & Recreation, Aging Services, Youth and Family Services, Treasury, Tax collection, Tax assessing, Finance, IT, Human Resources and more!
The Town of Needham is a professionally run organization that is committed to creating an inclusive culture where employees can perform at the highest levels. Our employees are dedicated to their work and rely on each other as a team to ensure that Needham remains a place where engaged and committed people want to live, work and play.
In addition to a competitive salary, the total offer will feature a comprehensive benefits package, which may include (depending on position):
Flexible Work Options "Summer Hours" with early release Fridays Employer-paid training opportunities, such as courses for municipal finance and leadership; conference or trade show attendance; paid memberships to professional organizations Partially-paid Family and Medical Leave Tuition Assistance and Paid Professional Development Opportunities Qualified Employer for the Federal Public Service Student Loan Forgiveness Program Employer-Sponsored Health Insurance Health Savings Account with an Eligible Health Insurance Plan Flexible Spending Account for Health Care and Dependent Care Dental and Vision Coverage Basic and Optional Life Insurance Coverage Retirement Plan: Contributory Defined Benefit Pension Plan (mandatory participation) 457b Deferred Compensation Plan, Pre-tax or Roth with Employer Contribution Match (voluntary participation) 12.5 Paid Holidays Paid Personal and Vacation Leave Employer Paid Non-Occupational Sick Leave Comprehensive Employee Assistance Program which includes mental health, financial education, legal referrals, and much more Free Parking and Free Electric Vehicle (EV) Charging Access to Rosemary Recreation Complex Pool during Summer months Free Library Card with Needham Free Public Library (part of the Minuteman Library Network) Town of Needham, MA
Job Tags
Hourly pay, Holiday work, Full time, Summer work, Local area, Flexible hours,