Job description

Department Assistant
Department of Public Works (DPW)
35 hours per week

The Town of Sudbury seeks a qualified and experienced individual to provide administrative support for the DPW (35 hours per week). Duties include drafting letters, reports, accounts payable, data entry, monitoring the budget, maintaining records, filing as well as other responsibilities. Position requires computer proficiency, ability to work with the public, Town Officials, and Town employees.

Minimum qualifications: High school graduation with course work in office procedures; two years’ experience in secretarial or general office work; or any equivalent combination of education, training and experience. Municipal experience preferred.

Candidates must meet minimum requirements contained in job description posted at http://sudbury.ma.us/departments/HR .
Starting salary range: $23.23 to $26.06 per hour (with full range to $30.55); excellent benefits. Resumes accepted until Monday, August 29th at noon. AA/EOE

See Job Description on following pages.

DPW DEPARTMENT ASSISTANT
Position Purpose:
The purpose of this position is to perform administrative and clerical work of moderate difficulty and responsibility supporting the operations of the Department. Performs all other related work as required.

Supervision:
Supervision Scope: Performs varied and responsible duties requiring the exercise of judgment and initiative to carry out assignments independently, analyze situations and conditions, and determine appropriate course of action from department guidelines and policies.
Supervision Received: Work is performed under the general direction of the Department Director. Work is performed independently requesting assistance with unusual situations which do not have clear precedents.
Supervision Given: None

Job Environment:
A majority of work is performed under typical municipal office conditions; noise level is moderate.
Regularly operates computers and peripherals, telephone, copier, facsimile machine and other standard office equipment.
Makes frequent contacts with town employees, town officials, state/local agencies, and the general public. Contacts are in person, in writing, and by telephone and usually involve the provision of information of a technical or factual nature to the public or interested parties.
Performs varied and responsible departmental functions requiring independent judgment to ensure compliance with applicable laws, rules, regulations or compliance to departmental policies, procedures and methods.
Has access to limited department related confidential information.
Employee may be required to work beyond normal business hours to address emergency situations or to attend evening meetings.
Errors could result in significant confusion and delay, loss of department services, possible adverse public relations and have financial repercussions.

Essential Functions:
(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. 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.)
Provides office support to the Department; fields telephone calls; prepares correspondence; processes mail; maintains the department calendar/schedule; prepares reports; maintains office supplies and files.
Performs a variety of clerical and recordkeeping duties including accounting, financial recordkeeping, billing and data entry.
Performs receptionist duties for the department; greets the public; provides information and necessary forms.
Sorts mail; processes money received and submits to the appropriate department.
Answers inquiries, researches complaints and inquiries as needed.
Prepares and distributes any memos or correspondence to appropriate individuals.
Attends department/board meetings as required; takes meeting minutes; transcribes, files, distributes and posts minutes.
Assembles meeting materials; copies materials for distribution.
Prepares vouchers for payment of invoices; submits deposits; reconciles accounts and monitors the budget.
Assists the Department Director with the preparation of applications to the State and other agencies.
Processes requests received through the Freedom of Information Act; ensures that information is issued within the legal timeframe.
Performs data entry related to bills, permits and correspondence. Handles supply requisitions/purchase orders.
Performs similar or related work as required.

Recommended Minimum Qualifications:
Education, Training and Experience:
High school graduation with course work in office procedures; two years’ experience in secretarial or general office work; or any equivalent combination of education, training and experience. Municipal experience preferred.
Knowledge, Ability and Skill:
Knowledge: Thorough knowledge of office procedures, practices and terminology. Knowledge of state regulations and laws pertaining to the department. Knowledge of municipal finance. Knowledge of office equipment and the operation of computer software applications, particularly word processing, spreadsheet, database, email and internet. Strong knowledge and proficiency with specialized municipal software, procedures and practices required for administration of financial management and purchase order systems.
Ability: Ability to communicate effectively verbally and in writing. Ability to maintain records and prioritize tasks. Ability to multi-task effectively and work within time lines. Ability to respond with tact and courtesy when dealing with the public.
Skill: Excellent customer service and interpersonal skills. Skill in operating computers and utilizing appropriate software applications including Microsoft Office Suite. Excellent organizational skills. Office management skills. Skill in all of the above listed tools and equipment.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is required to: interact and communicate frequently and effectively with the public, government officials, other staff members and boards, and/or third parties transacting business with the Town; operate standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal office. The employee must occasionally lift and/or move up to 10 pounds.
(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.)

Job Type: Full-time

Pay: $23.23 - $30.55 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Schedule:

• Day shift
• Monday to Friday

Work Location: One location

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