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Administrative Specialist, Office of the Town Manager & Select Board

Company: Town of Needham
Location: Needham
Posted on: May 15, 2024

Job Description:

The Town of Needham is seeking a highly motivated individual to fill the full-time position of Administrative Specialist, Office of the Town Manager and Select Board.

Under the general supervision of the Support Services Manager, the Administrative Specialist will perform specialized administrative duties in support of the Office of the Town Manager and Select Board. These duties will include coordinating Select Board and Town Manager-approved licensing and permitting; processing office payroll, billing, and payment processes; scheduling the rental of indoor and outdoor event spaces under the Town Manager and Select Board's jurisdiction; assisting in the development, review, and publication of Select Board agendas and minutes; assisting in the resolution of resident concerns; and aiding the Town Manager in other duties as assigned.

A successful candidate will have high attention to detail, excel in both team settings and on independent projects, be willing to think creatively and question current processes, and enjoys working on multiple projects in a highly visible role. This position is ideal for local government professionals looking to expand into a high-profile, high-reward opportunity, as an entry level opportunity for those interested in a career in local government management, or for administrative professionals who wish to transition into a public service career.

CON #24105 Duties and Responsibilities

  • Coordinates the issuance and renewal of licenses and permits under the jurisdiction of the Select Board and Town Manager.
  • Liaison between applicants and Town Departments to secure approvals for special events, licenses, and permits.
  • Prepares and processes payroll and payment invoices, including coding of expense categories for Select Board, Office of the Town Manager, Human Resources, Legal Services, Town Meeting, and Municipal Parking leases.
  • Schedules reservation of and facilitates events in Town Hall, to include coordinating with users.
  • Reviews and revises Select Board meeting minutes.
  • Prepares correspondence related to post-Select Board meetings.
  • Assists assembly of agenda information for weekly emails and bi-monthly packets distributed to the Select Board.
  • Greets visitors, answers telephones, explains office procedures, and provides assistance to residents, guests, patrons, staff, and board and committee members.
  • Attends occasional board and committee meetings after normal business hours.
    The following requirements may be substituted by any equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the job:
    • Extensive technical or specialized training equivalent to an associate degree in political science, public administration, business, finance, or related field.
    • Four (4) to six (6) years of administrative experience in billing, licensing, procurement, constituent service, executive support, research, or a related field. Internships, fellowships, and similar programs may be included in fulfilling this experience.
    • Proficiency with word processing, database, and spreadsheet applications.
    • Familiarity with purchase order processing, billing, and vendor interaction.
    • Demonstrated ability to operate independently, multitask, and manage time effectively with a strong attention to detail.
    • Willingness to work with diverse teams and personality types with excellent communication and interpersonal skills.
    • Desire to think creatively to improve processes and systems with a dedication to public service and willingness to learn.
    • Flexibility to assist in unique, person-centric interactions to resolve resident questions.
    • Ability to find levity in serious situations, seeking patience and understanding in dealing with members of the public.
      Supplemental Information
      To apply, please submit your resume, cover letter, and application by clicking "Apply."

      Applications will be accepted on a rolling basis with the first round of review to begin for applications received by 11:59 PM on May 21, 2024.

      The Town of Needham is an Equal Opportunity Employer and is committed to fostering an inclusive and encouraging workplace. There shall be no discrimination on the basis of race, age, gender, national origin, disability, religion or belief, sexual orientation, marriage/civil partnership, pregnancy/maternity, veteran status, or any other protected class. We are an inclusive organization and actively promote equality of opportunity for all with the right mix of talent, skills, and potential. We welcome all applications from a wide range of candidates. Selection for roles will be based on individual merit alone.

      The Town of Needham will endeavor to provide reasonable accommodation to a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation of our business. If you believe you require such assistance to complete this form or to participate in an interview, please contact us at .

Keywords: Town of Needham, Boston , Administrative Specialist, Office of the Town Manager & Select Board, Executive , Needham, Massachusetts

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