City of Holyoke
Human Resources
JOB POSTING - June 29, 2026
DEADLINE- August 3, 2026
INTERNAL FOR 7 DAYS
Job Title: Administrative Assistant
Department: Office of Planning and Economic Development
Reports to: Director of OPED
Job Summary:
Performs skilled administrative clerical work in support of the Office of Planning and Economic Development (OPED), with a focus on supporting the Director of OPED, the Holyoke Redevelopment Authority (HRA), and the Holyoke Economic and Industrial Development Corporation (HEDIC), performs all other related work as required.
Essential Functions:
(The essential functions or duties listed below are intended only as illustrations of the various types 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 a logical assignment to the position.)
- Reports to the Director of Planning and Economic Development and the Assistant Director of Economic Development or their designee.
- Provides customer service by answering questions both in person, by telephone, and email; provides information requested in order to allow the public as well as other offices to obtain the information needed as quickly as possible, or to refer them to the proper person so they may obtain the needed information.
- Performs clerical assistance for all staff; prepares and types forms, letters, memoranda, correspondence, reports, various types of documents; proofreads typed material for grammatical accuracy, proper format, and completeness.
- Provides administrative support for financial record keeping, grant reporting, and development of requisitions, purchase orders, processing of invoices and maintenance of budgetary records for OPED, including grants received from the Mass Gaming Fund, Mass Cultural Council, and Mass in Motion.
- Attends board meetings as necessary, including but not limited to the Historical Commission, HEDIC and HRA; schedules meetings and hearings; composes and posts agendas and notices; prepares all informational packets for members; drafts and distributes meeting minutes; drafts decisions, letters, and other correspondence; posts information on the website as necessary. Public meetings are primarily held during evening hours.
- Maintains records and files; investigates records, files or other information resources to obtain necessary information.
- Maintains information on the city website for office pages.
- Maintains submissions to Explore Holyoke website, supports the work of the website and marketing team
- Administers special projects as assigned and provides project support for staff as needed.
- Performs similar or related work as required, directed or as situation dictates.
Education, Training and Experience:
Associate degree or advanced technical education; two to three years of progressively responsible office experience; or any equivalent combination of education and experience. (Spanish/ English).
Knowledge, Ability and Skill:
Knowledge: Thorough knowledge of office procedures, practices, office equipment and terminology. Knowledge of applicable Massachusetts General Laws. Knowledge of business English, spelling, and math. Working knowledge of departmental operations as they relate to other city departments and offices.
Ability: Ability to organize time and to work independently and accomplish tasks. Ability to accurately maintain detailed statistics, records, and clerical records. Ability to deal effectively and tactfully with the public. Ability to maintain confidential information. Ability to compose correspondence and to prepare, type, and proofread reports as to form and logic flow. Ability to communicate effectively with the public, coworkers, other employees, other departments, officials, and other agencies. Ability to handle multiple tasks efficiently.
Skill:Superior administrative and secretarial skills. Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Proficiency in MS Word and Excel; Excellent customer service skills. Excellent written and oral communication skills as well as organizational skills. Ability to speak English and Spanish is preferred. Skill in all of the above listed tools and equipment.
Physical 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.
Regularly required to walk, stand, sit, talk, and hear; operate objects, tools, or controls; pick up paper, files, building plans weighing up to 10 pounds, and other common office objects. Ability to view computer screens and work with details for extended periods of time. Ability to operate a keyboard and calculator at an efficient speed.
Supervision:
Supervision Scope: Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of considerable judgment to independently complete assigned tasks, analyze the facts or circumstances surrounding individual problems in situations not clearly defined by precedent or established procedures.
Supervision Received: Works under the general direction of the Director of Planning and Economic Development; and the Assistant Director of Economic Development.
Supervision Given: None.
Job Environment:
- Work is performed under typical office conditions; the noise level is moderate.
- Operates computer, copier, typewriter, and other standard office equipment.
- Makes frequent contacts with the general public, other city employees, various organizations seeking information and developers. Contacts are in person, in writing, by email, and telephone and involve an information exchange dialogue.
- Has access to department-related confidential information including executive session minutes.
Employment Status & Hours: Regular Full Time, 35 hours per week (Monday – Friday, 8:30am to 4:30pm with occasional evening meetings)
Fair Labor Standards Act (FLSA) Status: Non-Exempt
Pay Rate:$23.53 - $25.03 per hour, NAGE Local R1-180, Grade A103
Employee Benefits: Health, Dental, Life Insurance and Flexible Spending Account (FSA)
Pay: $23.53 - $25.03 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
