Office Coordinator (19 Hours Per Week)

Town of Bridgewater, MA•Bridgewater, MA

9d•Onsite

About The Position

Provide administrative, operational, and project support to the Parks and Recreation Department. Assist the Department Head with coordinating departmental schedules, meetings, field and facility use, recreational programs, special events, and contractor activities. Serve as the first point of contact for residents, vendors, community organizations, and other Town departments, providing responsive customer services and support. Assist with the preparation, administration, and monitoring of departmental operating and capital budgets, including expense tracking, purchasing, and budget reporting. Assist with departmental projects and process improvement initiatives, including tracking timelines, deliverables, and project outcomes. Assist with the preparation and administration of Requests for Proposals (RFPs), contracts, and procurement activities in accordance with Town policies. Assist with correspondence, reports, presentations, agendas, meeting minutes, and other departmental documents. Maintain accurate and organized records, files, contracts, grant documentation, and project records. Work collaboratively with Town Departments, consultants, contractors, community organizations, and regulatory agencies. Perform general administrative duties, including records management, data entry, filing, and document preparation. Perform other duties as assigned.

Requirements

Knowledge of modern office administration practices, procedures, and record keeping systems.
Knowledge of budgeting principles, financial tracking, purchasing procedures, and expense management.
Knowledge of project coordination and administrative support practices.
Knowledge of grant administration processes, including application, reporting, and compliance requirements.
Working knowledge of procurement procedures and contract administration.
Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
Strong written and verbal communication skills, including the ability to prepare correspondence, reports, meeting materials, and presentations.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, and the ability to learn department-specific software applications.
Strong analytical and problem-solving skills, including the ability to gather, organize, and interpret information.
Effective project management and coordination skills, including tracking timelines, deliverables, and project outcomes.
Excellent customer service and interpersonal skills with the ability to interact professionally with employees, residents, vendors, contractors, and community organizations.
Ability to work independently with minimal supervision while exercising sound judgement and discretion.
Ability to maintain accurate records and prepare detailed reports and documentation.
Ability to coordinate schedules, meetings, projects, and multiple competing priorities in a fast-paced environment.
Ability to assist with budget development, grant administration, capital planning activities, and process improvement initiatives.
Ability to establish and maintain effective working relationships with Town staff, elected officials, consultants, contractors, community organizations, and the public.

Nice To Haves

Familiarity with municipal government operations and public sector customer service principles is desirable.
Additional qualifications in office administration or a related field are a plus.

Responsibilities

Provide administrative, operational, and project support to the Parks and Recreation Department.
Assist the Department Head with coordinating departmental schedules, meetings, field and facility use, recreational programs, special events, and contractor activities.
Serve as the first point of contact for residents, vendors, community organizations, and other Town departments, providing responsive customer services and support.
Assist with the preparation, administration, and monitoring of departmental operating and capital budgets, including expense tracking, purchasing, and budget reporting.
Assist with departmental projects and process improvement initiatives, including tracking timelines, deliverables, and project outcomes.
Assist with the preparation and administration of Requests for Proposals (RFPs), contracts, and procurement activities in accordance with Town policies.
Assist with correspondence, reports, presentations, agendas, meeting minutes, and other departmental documents.
Maintain accurate and organized records, files, contracts, grant documentation, and project records.
Work collaboratively with Town Departments, consultants, contractors, community organizations, and regulatory agencies.
Perform general administrative duties, including records management, data entry, filing, and document preparation.
Perform other duties as assigned.