Administrative Specialist - Public Works - Town of Needham

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. 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 Applications will be accepted until
11:59 PM on January 22, 2025.