Administrative Specialist, Office of the Town Manager

Town of Needham • Needham, MA

2d • Onsite

About The Position

The Town of Needham is seeking a highly motivated individual to fill the full-time position of Administrative Specialist – Office of the Town Manager and Select Board. Under the general supervision of the Support Services Manager, the Administrative Specialist will perform specialized administrative duties in support of the Office of the Town Manager and Select Board. These duties will include coordinating Select Board and Town Manager-approved licensing and permitting; processing office payroll, billing, and payment processes; scheduling the rental of indoor and outdoor event spaces under the Town Manager and Select Board’s jurisdiction; assisting in the development, review, and publication of Select Board agendas, packets and minutes; assisting in the resolution of resident concerns; and aiding the Town Manager in other duties as assigned. A successful candidate will have high attention to detail, excel in both team settings and on independent projects, be willing to think creatively and question current processes, and enjoys working on multiple projects in a highly visible role. This position is ideal for local government professionals looking to expand into a high-profile, high-reward opportunity, as an entry level opportunity for those interested in a career in local government management, or for administrative professionals who wish to transition into a public service career.

Requirements

• Extensive technical or specialized training equivalent to an associate degree in political science, public administration, business, finance, or related field.
• Four (4) to six (6) years of administrative experience in billing, licensing, procurement, constituent service, executive support, research, or a related field. Internships, fellowships, and similar programs may be included in fulfilling this experience.
• Proficiency with word processing, database, and spreadsheet applications.
• Familiarity with purchase order processing, billing, and vendor interaction.
• Demonstrated ability to operate independently, multitask, and manage time effectively with a strong attention to detail.
• Excellent communication and interpersonal skills.
• Ability to think creatively to improve processes and systems with a dedication to public service and willingness to learn.
• Flexibility to assist in unique, person-centric interactions to resolve resident questions.

Responsibilities

• Coordinates the issuance and renewal of licenses and permits under the jurisdiction of the Select Board and Town Manager.
• Liaison between applicants and Town Departments to secure approvals for special events, licenses, and permits.
• Prepares and processes payroll and payment invoices, including coding of expense categories for Select Board, Office of the Town Manager, Legal Services, Town Meeting, and Municipal Parking leases.
• Schedules reservation of and facilitates events in Town Hall, to include coordinating with users.
• Assist with the creation, review, editing and distribution of Select Board materials including correspondence, meeting agendas, packet assembly, meeting minutes and other communication.
• Assists Director of Communications and Community Engagement for time-sensitive social media, website updates and content creation of digital newsletter
• Assists in updates to the Town’s website for content and compliance
• Greets visitors, answers telephones, explains office procedures, and provides assistance to residents, guests, patrons, staff, and board and committee members.
• Attends occasional board and committee meetings after normal business hours.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree