Administrative Assistant - DPW

City of Leominster ** • Leominster, MA • 3d ago

Position is responsible for performing various @types of skilled administrative, secretarial, and record-keeping services to support the operations of the Department of Public Works. ESSENTIAL FUNCTIONS: The essential functions or duties listed below are intended only as illustrations of the various @type 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. -Tracks and processes payroll, including analyzing time clock reports daily, recording regular and overtime. Calculates and processes fringe payments, stipends, longevity adjustments, and grade changes or adjustments. Assists staff with payroll deductions, direct deposit, vacation and sick leave buybacks, and general payroll questions. -Tracks attendance, recording daily absences and maintains individual attendance records. Collects time sheets for salaried staff and submits to HR. -Tracks probationary period for new hires and promotions. -Prepares, submits, and monitors all aspects of workers compensation and vehicle insurance claims including communication with adjusters, submitting supplemental items, calculating and tracking benefits and payroll adjustments, and interacting with DPW OSHA coordinator. -Maintains confidential employment and medical records. Files annual civil service report and monthly US Department of Labor Statistics Survey. Coordinate conflict of interest training and compliance. -Prepares annual Use of City Vehicles report. -Updates data including annual DPW payroll budget. -Coordinates FEMA disaster relief payroll reimbursement. -Calculates cost projections for new hires and vacation buybacks to ensure adequate funding. -Tracks staff licensures. Coordinates quarterly testing. Schedules DOT physicals. -Drafts Department correspondence. Takes notes. Coordinates awards and recognitions. -Serves as liaison for IT contractor, cleaning contractor, software providers, and telephone system contractor. -Performs general office duties including filing, typing correspondence, and data entry. -Answers phones and respond to customer inquiries, requests for files or reports, and complaints. Provide general information on Department matters. -Performs other related job duties as required. SUPERVISION RECEIVED: Under general direction, employee plans and prioritizes the work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor. JUDGMENT AND COMPLEXITY: The work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices, regulations and precedents which may be complex. Judgment is used in analyzing specific situations to determine appropriate actions. Requires understanding, interpreting and applying federal, state and local regulations. FOR FULL JOB DESCRIPTION, VISIT: https://www.leominster-ma.gov/Jobs.aspx?UniqueId=167&From=All&CommunityJobs=False&JobID=Administrative-Assistant-DPW-77DIRECT LINK TO JOB APPLICATION: https://www.leominster-ma.gov/DocumentCenter/View/1322/Application-for-Employment

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