Position
Title: Administrative Assistant - DPW – Part-Time

Department:
Department of Public Works

Reports
To: DPW Director

FLSA Status: Non-exempt,
Part-time, Non-benefit eligible

Contract:  Personnel Policies, Grade 2

Work
Schedule: Typically,
Mon-Fri, schedule to be determined, 19 hours per week

Compensation: Hiring Pay Range is $23.79-27.95, full pay range is $23.79 - $32.11 per hour, dependent upon qualifications. (Pay Range Starting July 1, 2026, is $24.27 - $32.75)

1.     Nature of
Work:
The Administrative Assistant provides administrative support to the DPW
department by assuming primary responsibility for certain basic functions of a
local DPW office.  The purpose of this
position is to perform responsible and varied clerical, administrative,
bookkeeping, and record-keeping work of a difficult nature.  Work involves typing letters, reports, and a
variety of documents and forms, maintaining records systems, assisting the
public, and carrying out various related information processes.  The Administrative Assistant is responsible
for maintaining and improving upon the efficiency and effectiveness of all
areas under his/her direction and control.

2.     Supervision
Received:
Works under the general supervision of the DPW Director.

3.     Confidentiality:  Employee has regular access to confidential
information of the department. 
Confidentiality must be maintained with regard to this information in
accordance with Departmental Policy and the Public Records Act.

4.     Accountability:  Duties include responsibility for technical
processes, service delivery, and contribution to the municipal finances and
recordkeeping for the Town.  Consequences
or errors, missed deadlines or poor judgment could severely jeopardize
department operations or have extensive financial and legal repercussions,
excessive costs, delay of service delivery and adverse public relations.

5.     Judgment:  Guidelines may be in the form of
administrative or organizational policies, general principles, legislation, or
directives that pertain to a specific department or functional area.  Extensive judgment is required to develop new
or adapt existing methods and approaches for accomplishing objectives, or to
deal with new or unusual requirements within the limits of the guidelines or
policies.

6.     Complexity:  The work consists of employing many different
concepts, theories, principles, techniques, and practices relating to an
administrative field.  Assignments
typically concern such matters as assessing services and recommending
improvements.

7.     Nature
and Purpose of Public Contact: 
Employee interacts constantly with co-workers and the public.  The employee deals with the public and other
individuals regarding information pertaining to them in the Town’s records.  Excellent communication and customer service
skills are required involving courtesy, tact, and diplomacy in resolving
complaints or concerns of the public and in working with co-workers, State, and
County agencies.

8.    Essential
Functions:
The essential functions or duties listed
below are intended only as illustrations of the various type of work that may
be performed.  The omission of specific
statements of duties does not exclude them from the position if the work is
similar, related, or logical assignment to the position.

1.      Establishes
new DPW accounts.

2.      Posts
department expenditures and transactions.

3.      Prepares
statistical reports for DPW Director as assigned.

4.      Receives
check payments and transmits to tax collector.

5.      Operates
all office machines and computers.

6.      Prepares
accounts payable bills for submittal to accounting office.

7.      Records
all accounts payable transactions in appropriate ledgers for easy access by
supervisors.

8.      Verifies
all accounts payable transactions.

9.      Performs
general typing and clerical tasks.

10.  Performs
office work as required.

11.  Uses
considerable knowledge of the principles and practices of bookkeeping and
computer applications.

12.  Perform a
multitude of various functions at one time.

13.  Applies
considerable knowledge of office practice and procedure and principles of
office management.

14.  Keep
complex records and prepares periodic reports from same.

15.  Uses
ability to maintain harmonious working relationships with other employees and
the general public.

16.  Exercises
independent judgment and makes required decisions.

17.  Opens and
processes mail; distributes reports, memos, and necessary information to
appropriate persons.

18.  Orders
supplies and equipment for the department as needed.

19.  Provides
required regular attendance and punctuality at the workplace.

20.  As
required attends special meetings and works on special projects; performs
similar or related work as required or as situation dictates

21.  Has daily
contact with the general public, answers questions, and takes messages for all
public works departments.

22.  Files and
retrieves folders.

23.  Assist
other office staff as needed.

24.  Assists
in processing accounts payable and commitments to Town Treasurer.

25.  Train and
provide backup for all payroll and personnel functions.

26.  Schedules
employment physicals.

27.  Processes
road opening permits

28.  Settles
discrepancies as they arise.

29.  Composes
and types correspondence, reports on minutes.

30.  Updates
annual vehicle and equipment inventory.

31.  Issues
temporary passes to the transfer stations.

32.  Issues
hazardous waste day passes.

33.  Prepares
grant reimbursement requests, including Chapter 90, and associated reports.

34.  Creates
forms and documents for DPW function.

35.  Provides
administrative assistance to all DPW departments.

36.  Performs
similar or related work as required, directed or as situation dictates.

9.    Recommended
Minimum Qualifications: High School education, including or
supplemented by courses in typing, bookkeeping, business machines and
secretarial sciences, and minimum of two years of experience in the performance
of like duties or any equivalent combination of education, training, and
experience; Valid Massachusetts drivers license.

10.  Knowledge
Abilities and Skills

Knowledge:
Knowledge of office procedures, practices, and terminology.  Knowledge of the use of office and data
processing equipment, business arithmetic, business English and spelling.  Basic knowledge of bookkeeping techniques.

Abilities:
Ability
to maintain confidential information, compose correspondence and prepare, type,
and proofread reports as to form and logic flow.  Ability to communicate effectively and
tactfully with the public, co-workers, other employees, departments, officials,
and other agencies.

Skills:
Excellent secretarial and administrative skills.  Expertise and skill in utilizing personal
computers and office application software packages.  Excellent customer service skills.

11.
Work Environment: The work environment involves everyday discomforts
typical of offices, with occasional exposure to outside elements.  Noise or physical surroundings may be
distracting, but conditions are generally not unpleasant.  Employee may be required to work beyond
normal business hours to attend evening meetings and to accomplish work
assignments.  Work is performed under
typical office conditions, with little exposure to occupational risks; has
interruptions during the day from inquiries by the public.  Operates computers, calculators, typewriters,
copier, telephone and all other standard office equipment.  Makes regular contacts with the general
public, other town departments and officials, outside agencies, businesses,
vendors, and other governmental organizations; communication is by means of
telephone, personal discussion, and correspondence.  Has access to department-related confidential
information.  Errors could expose the
Town to potential legal liabilities and/or could result in considerable
confusion, delay, and adverse public relations; errors with bookkeeping or
department procedures could result in significant confusion and delay or loss
of services and monetary loss. 

12. Occupational Risk: Duties of the job
present little potential for injury. 
Risk exposure is similar to that found in typical office settings.

13. Physical and Mental Requirements: The physical demands described here are
representative of those that must be met by an employee to successfully perform
the essential functions of this job. 
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.

Physical
Demands:
Little or no physical demands are required to perform the work.  Work effort principally involves sitting to
perform work tasks, with intermittent periods of stooping, walking, and
standing.  There may also be some
occasional lifting of objects such as books, office equipment and computer
paper generally up to 30 pounds.  Minimal
physical effort required in performing duties under typical office
conditions.  Ability to operate a
keyboard at efficient speed and view computer screens for extended periods of
time.  Specific vision requirements
include close vision and the ability to adjust focus.  Ability to sit, stand, walk and hear.  May be required to stand for long periods of
time, when assisting the public at the window/counter.

14.  Motor
Skills:  Duties involve assignment requiring
application of hand and eye coordination with finger dexterity and motor
coordination.  Examples include using a
personal computer.

15.  Visual
Demands:  Position requires the employee to constantly
read documents and reports for understanding and analytical purposes.

(This job description does not
constitute an employment agreement between the employer and employee and is
subject to change by the employer as the needs of the employer and requirements
of the job change.)

Town of Duxbury is an EEO Employer - M/F/Disability/Protected Veteran Status