Administrative Assistant

Mass Development • Devens, MA

2d

About The Position

The Administrative Assistant to the Public Works Director and General Foremen performs administrative support functions essential to the effective and efficient operation of the Public Works Department. The position facilitates daily operations, supports departmental coordination, and ensures administrative processes are completed accurately, efficiently, and on time. The ideal candidate is organized, detail-oriented, adaptable, and able to manage multiple priorities independently while maintaining confidentiality and positive working relationships with staff, management, vendors, and the public.

Requirements

• High school diploma or equivalent, with at least five years of related experience and/or training, or an equivalent combination of education and experience.
• Exceptional organizational skills, attention to detail, and ability to prioritize tasks, manage competing demands, and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to prepare, edit, and proofread professional correspondence and reports accurately and with grammatical proficiency.
• Ability to maintain confidentiality and exercise sound independent judgment.
• Basic mathematical and analytical skills, including compiling and summarizing data, supporting budget preparation, and identifying discrepancies.
• Familiarity with payroll functions, timekeeping systems, purchasing processes, and work order management systems.
• Proficiency in Microsoft Office and experience with purchasing, expense management, human resources, and work order software.
• Strong interpersonal and customer service skills, with the ability to work collaboratively with staff, management, vendors, and the public.
• Flexibility and adaptability to changing priorities, work demands, and departmental needs.
• Valid Massachusetts driver’s license.

Nice To Haves

• Experience with Precoro purchasing system, BambooHR, Concur Solutions, Asset Essentials, or similar platforms.
• Notary Public certification.

Responsibilities

• Provide administrative and operational support to the Director of Public Works and General Foremen, including coordinating schedules, meetings, special events, and departmental communications.
• Coordinate daily administrative needs across Public Works and Agency staff, ensuring requests, inquiries, and information are handled accurately and promptly.
• Manage customer service functions, including work order requests, animal registrations, accounts receivable, and responses to routine inquiries.
• Coordinate personnel-related documentation and requests with Human Resources, including timesheets, payroll inquiries, expense reports, educational reimbursements, vacation requests, overtime, and absences.
• Prepare, edit, and proofread correspondence, memoranda, reports, presentations, and other departmental documents.
• Assist with budget preparation, monthly encumbrance reporting, purchasing, and accounts payable activities.
• Coordinate procurement activities, including obtaining vendor quotes, comparing prices and specifications, preparing requisitions and purchase order requests, tracking orders, and coordinating with Finance and suppliers.
• Review supplier invoices against bids and purchase orders, verify supporting documentation, and process bills for payment according to established procedures.
• Maintain purchasing, inventory, contract, financial, and other departmental records, including inventory levels, shortages, pricing, and order information.
• Support contract administration and maintain the integrity and confidentiality of the Request for Proposals (RFP) process.
• Maintain departmental calendars, contact databases, filing systems, records retention systems, and office information systems.
• Monitor fuel usage through fuel system software and maintain insurance records for Public Works vehicles, equipment, and other assets.
• Compile information from contracts, purchase orders, invoices, requisitions, and financial reports to support departmental operations and management decisions.
• Advise management on budgetary matters, contract invoicing, and other issues related to assigned responsibilities, as well as administrative or operational needs requiring attention.
• Operate vehicles as needed to support departmental responsibilities and perform other duties that contribute to the effective operation of Public Works.

Benefits

• Medical, dental, and vision insurance.
• 401(a) and 457(b) retirement plans with agency match.
• Vacation, sick time, personal days, and holidays.
• Tuition reimbursement, student loan assistance, and opportunities for continued learning.
• Wellness resources and programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED