Administrative Assistant

City of Pittsfield • Pittsfield, MA • 6h ago

JOB TITLE: ADMINISTRATIVE ASSISTANT DEPARTMENT: DEPARTMENT OF PUBLIC
UTILITIES EMPLOYMENT TYPE: FULL-TIME/NON-EXEMPT UNION/NON-UNION:
SUPERVISORY AND PROFESSIONAL UNION Provides comprehensive administrative
and clerical support to the Department of Public Utilities. Ensures
efficient office operations, accurate recordkeeping, and exceptional
customer service to residents, contractors, and internal departments.
Requires strong organizational skills, attention to detail, and ability
to manage multiple priorities in a dynamic municipal environment. 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. We strongly encourage
people of color, people with disabilities, LGBTQ+ individuals, 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. RESPONSIBILITIES - Serves as a confidential assistant to the
department head. - Organizes office functions including file management,
payroll assistance, purchasing, petty cash handling, and permit/license
deposits. - Prepares fiscal, statistical, and progress reports; assists
with budget requests. - Updates and maintains department website
content. - Answers and routes calls related to trash/recycling, parking,
water/sewer billing, and engineering inquiries. - Acts as liaison with
the public, other city departments, and outside agencies. - Assists
residents with permit applications through the Permiteyes system and
provides GIS maps upon request. - Tracks and processes billing for
parking accounts, sewer, septage, fuel use, and bulky waste programs. -
Reconciles and deposits fees collected through online systems and
in-office transactions. - Assembles and submits monthly diesel fuel tax
information to the State. - Enters work orders for Highway, Traffic,
Water/Sewer, and other divisions. - Registers residents for Household
Hazardous Waste drop-off days and assists with special projects. -
Maintains accurate records for trash/recycling programs, including extra
toter billing and coordination with vendors. - Tracks capital account
funds and processes invoices for engineering projects. - Maintains
records for Chapter 90 and other grants to ensure reimbursement for city
projects. - Ensures contractors provide required liability insurance and
road bond documentation. - Sends reminders for annual permit renewals
(septage, industrial waste). - Assists contractors in locating
water/sewer lines using engineering files. - Fills in for Office Manager
or Water Administrative Assistant during absences. - Handles certified
mailings and other correspondence for the department. - Performs all
other duties as assigned. QUALIFICATIONS - Holds a High School diploma
or equivalent; additional coursework in office administration
preferred. - Possesses minimum two years of experience in office
administration in a modern office setting. - Demonstrates proficiency in
Microsoft Office Suite (Word, Excel, Outlook); uses spreadsheets,
databases, and performs mail merges. - Exhibits strong organizational,
planning, and prioritization skills; works independently and meets
deadlines. - Communicates effectively and interacts with diverse
populations. - Applies knowledge of bookkeeping, billing, and municipal
processes preferred. HOURS Monday - Friday, 7:30AM - 4:00PM 40 hours per
week SALARY Starting rate \$18.93 - \$20.08 per hour Annual increases up
to \$27.80 per hour APPLICATION DEADLINE: Monday, April 6, 2026 @ 4:00PM

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