Administrative Assistant

Administrative Assistant

Town of Westerly

The Town of Westerly is looking to fill the position of Administrative Assistant for the Department of Public Works. Under the general direction of the Director of Public Works, the Administrative Assistant is responsible for providing advanced administrative support functions in the areas of office management, fiscal, or personnel matters to the Highway, Transfer Station, and Buildings Divisions of DPW.

Position Overview:

· Maintains records used in administrative management, originates all pertinent documentation, and prepares necessary reports required by various Towns and State departments and offices.

· Receives visitors and telephone calls, ascertains nature of call or business of visitors takes messages, makes appointments, answers questions, resolves complaints, and explains procedures for obtaining Town services.

· Receives incoming mail and controls routing of items among the supervisor’s subordinates for appropriate action, reviews responses prepared by supervisor’s subordinates for accuracy in format, grammatical content, adequacy in information and compliance.

· Prepares and processes procurement of parts, equipment, vehicles, supplies and contractual services by receiving requests from department personnel, obtaining quotes and bid specs per purchasing manual and check available budgets and assign account numbers and enter requisition into MUNIS.

· Matches invoices to quotes, purchase orders and monthly statements from vendors, and contact vendors for copies of missing invoices.

· Responds to questions and complaints from the public and either resolves the issue or defers issue to appropriate parties.

· Analyzes budget requests and histories to ensure within operating and capital budget limits and assists in drafting budget requests.

· Performs data entry duties into MUNIS and other databases.

· Maintains various administrative systems including invoicing, utilities, gas boy, employee files, customer charges, etc.

· Works with internal and external stakeholders on providing information for grants management and other town services and projects.

· Assists in processing employee payroll by performing data entry and review of time records.

· Other duties and projects as assigned.

· Additional job duties on full job description.

Qualifications & Experience:

· Associate degree in business administration, Assessment, Public Administration or related field preferred.

· Minimum of two (2) years of experience in performing high level office administration functions.

· Any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities necessary to successfully perform the essential job functions of this position.

Licenses and Certifications:

· A valid driver’s license.

· Certification as a Certified Administrative Professional (CAP) is preferred and will be required within two (2) years of employment.

Salary ranges from $53,000 - $58,000 a year

Selection Process: Interested applicants must submit their resume and application to HR@westerlyri. gov

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Job Type: Full-time

Pay: $53,000.00 - $58,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person