The Town of Paxton is seeking a motivated and detail-oriented individual to join our team as the full-time DPW Administrative Assistant. This role offers an exciting opportunity to be at the heart of municipal operations, supporting the Director of Public Works in overseeing vital services like water distribution, highways, cemeteries, and recreational facilities. As the Administrative Assistant, you'll ensure smooth day-to-day operations, managing budgets, payroll, and procurement, and coordinating with residents, contractors, and state agencies on projects that keep the community running. You’ll also be instrumental in community engagement, managing social media for the department, handling cemetery operations, and supporting stormwater initiatives. This position is perfect for someone eager to take on diverse responsibilities, improve efficiency, and directly impact the community’s infrastructure and services.
Qualifications
Associates degree preferred and three years of municipal experience, three plus years of financial experience (accounting/bookkeeping) or any equivalent combination of education, training, certification and experience. Possession of a valid Massachusetts Driver’s License required and ICS100 Certificate is preferred. Massachusetts Municipal Procurement Training Certified or able to complete (Ch 30B, Intro, and Ch 149/30 39M training prior to June 30, 2025.
Hours & Schedule
- 40 hours per week
- In-office: Monday – Friday (8am – 4pm) – Hours can be flexible
- Required attendance at evening meetings
- Board of Water Commissioners (usually 3rd Thursday of the month at 7 PM)
- Flexible/remote hours may be available outside of the standard in-office schedule
Salary:
Annual wages range: $26.56 to $27.90 per hour, depending on qualifications.
How to Apply:
Submit a resume and cover letter as a single PDF to [email protected] with the subject line "DPW Administrative Asssistant" The position is open until filled, with preference given to applications received before Wednesday, November 20th at 4 PM. For a complete job description, please see the Town’s website at www.townofpaxton.net. This position is full-time benefited, eligible for health, dental, and retirement.
TOWN OF PAXTON
DPW ADMINISTRATIVE ASSISTANT
DEFINITION
The purpose of this position is to assist the Director of Public Works in performing complex administrative and professional work in planning, organizing the Department of Public Works, including the Water Department and the water distribution system, the functions of Highway, Cemetery, recreational fields and facilities, and all other work as required. The Administrative Assistant is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.
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.
· Oversees the daily operations of the office; opens and distributes mail; answers telephone calls and provides assistance to employees and the public in person, by telephone, by email, and through social media.
· Provides administrative and clerical support by charging the appropriate accounts, preparing weekly warrants, verifying, and reconciling invoices and monitoring expenses for Highway, Water, and Cemetery. Maintains monthly budget accounts, prepares, verifies, and processes the department payroll, maintains employee personnel records. Monitor expenditures against capital appropriations. Record revenue and submit turnover to Treasurer’s Office.
· Handles all administrative aspects of the State Aid Chapter 90 Roadway Improvement project expenditures; monitors program, drafts and submits all requests with specifications provided by Director, submits payment vouchers, tracks expenses to equate to project requests, prepares reimbursement documents for Mass DOT, and tracks payments from State. Manage paving contracts, collect Prevailing Wage payroll sheets, and processing invoices.
· Performs clerical duties such as calendar maintenance for the DPW and the Director, scheduling water meter appointments, drafting correspondence, proof reading and answering phones. Maintain DPW’s department filing system. Maintains inventory of and orders office supplies. Creates, updates and closes out all work orders for departments using PubWorks software. Maintains and updates social media pages on the town’s website, Facebook, and Code Red communications for the DPW.
· Coordinates drug testing program . Tracks for expirations and processes for remittance and submittal of all employee license renewal transactions; CDL, hoisting, etc. Orders and inventories Town provided employee daily and seasonal clothing per collective bargaining, insurance and State mandated requirements.
· Assists in preparation of annual operating and capital budget development for the Highway, Snow & Ice, Water, and Cemetery departments. Assists in seeking out, gathering information for, and applying to any and all grant opportunities. Responsible for drafting procurement materials for the DPW to be reviewed by the Town Administrator.
Schedules all burials, collects payment for and maintains all burial records using Cemetery Management Software software. Communicates directly with Veterans Affairs regarding military markers for veterans. Communicates directly with families and funeral homes for arranging burials. Communicates directly with monument companies regarding the installation of monuments at the cemetery. Communicates directly with residents to purchase cemetery plots, collects money for purchases and produces deeds for purchases. Regularly visits the cemetery to meet with residents to pick out, and purchase lots, as well as to confirm plot locations for burials and stone placement.
· Attends monthly Water Commission meetings and records minutes. Monitors, takes action and reports as necessary on the Water Department’s Beacon website, which shows individual water usage throughout the system, including alarms.
· Assists the Director with the town’s stormwater operations and inputs data into the GIS system. Assists in gathering information for the yearly MS4 permit. Attends stormwater coalition meetings.
· Performs similar or related work as required, directed or as situation dictates.
SUPERVISION RECEIVED
Under the direction of Director of Public Works, utilizes policies, goals and objectives to perform his/her work. The Administrative Assistant assists in establishing short and long-range plans and objectives and departmental performance standards. This position consults with their supervisors where clarification, interpretation or exception to policy may be required, or by request of the supervisor(s).
SUPERVISION EXERCISED
In the absence of the Director of Public Works, and at the authorization of the Director of Public Works, the Administrative Assistant may work with the Highway and Water Foreman to dispatch crews, oversee the completion of daily field work and order materials.
JUDGMENT
Under the guidance of the Director of Public Works, and at the authorization of the Director of Public Works, performs work that requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions and determining actions to be taken within the limits of standard or accepted practices.Guidelines include a large body of policies, practices, regulations and precedents which may be complex. Judgment is used in analyzing specific situations to determine appropriate actions.
COMPLEXITY
The work consists of a variety of duties which follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
NATURE AND PURPOSE OF CONTACTS
Relationships are constantly with co-workers, vendors, the public, groups and/or individuals such as peers from other organizations, and representatives of professional organizations. The employee serves as a spokesperson or recognized authority of the organization in matters of substance or considerable importance, including departmental practices, procedures, regulations or guidelines. May be required to discuss controversial matters where tact is required to avoid friction and obtain cooperation.
CONFIDENTIALITY
Employee has regular access at the departmental level to a wide variety of confidential information, including personnel records, medical records, lawsuits and client records.
EDUCATION AND EXPERIENCE
Associate degree preferred and three years of municipal experience, three plus years of financial experience (accounting/bookkeeping) or any equivalent combination of education, training, certification, and experience.
Special Requirements:
Possession of a valid Massachusetts Driver’s License
ICS100 Trained (preferred)
KNOWLEDGE, ABILITY AND SKILLS
Knowledge: General knowledge of the materials, methods and techniques relative to public works and water projects and issues. Thorough knowledge of Microsoft Excel, Office 365, website, and internet. Thorough knowledge of office practices and procedures. Thorough working knowledge of bookkeeping and financial record keeping. Familiarity with municipal government.
Ability: Ability to communicate effectively both orally and in writing. Ability to maintain accurate and detailed records. Ability to develop effective working relationships with colleagues and the general public. Ability to work effectively under time constraints to meet deadlines. Ability to recommend and implement changes in workflow. Ability to establish priorities and make decisions.
Skill: Skill in all of the above listed tools and equipment. Effective planning and organizational skills. Good public relations and customer service skills. Proficient skill in the operation of a personal computer and office equipment and the application of office software including word processing, spreadsheets, and database management applications, proficient business mathematical skills, recordkeeping, keyboarding, and customer service skills; proficient written and oral communication skills.
WORK ENVIRONMENT
Administrative work is performed under typical office conditions. May be required to work outside of normal business hours; may be required to work on weekends and may be contacted at home to assist in responding to important situations and emergencies. The nature of duties may involve intermittent presence of unpleasant or irritating elements such as considerable noise, odors, chemicals, fumes, dust, smoke, heat, cold, oil, dirt or grease.
PHYSICAL, MOTOR AND VISUAL SKILLS
Physical Skills: Minimal physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking, and standing. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.
Motor Skills: Duties require motor skills for activities such as moving objects, using office equipment, including, but not limited to: telephones, personal computers, handheld technology, and other office equipment.
Visual Skills: Visual demands require routinely reading documents for general understanding and analytical purposes.
(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)
Job Type: Full-time
Pay: $26.56 - $27.90 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
