Administrative Assistant

City of Pittsfield Administrative Assistant Pittsfield, MA Apply

JOB TITLE

ADMINISTRATIVE

ASSISTANT DEPARTMENT

DEPARTMENT

OF PUBLIC UTILITIES EMPLOYMENT TYPE

FULL-TIME/NON-EXEMPT

UNION/NON-UNION

SUPERVISORY

AND PROFESSIONAL UNION

Provides comprehensive administrative and clerical support to the Department of Public Utilities. Ensures efficient office operations, accurate recordkeeping, and exceptional customer service to residents, contractors, and internal departments. Requires strong organizational skills, attention to detail, and ability to manage multiple priorities in a dynamic municipal environment. We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, and people from other underrepresented groups to apply for our open positions

• recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

RESPONSIBILITIES

• Serves as a confidential assistant to the department head.
• Organizes office functions including file management, payroll assistance, purchasing, petty cash handling, and permit/license deposits.
• Prepares fiscal, statistical, and progress reports; assists with budget requests.
• Updates and maintains department website content.
• Answers and routes calls related to trash/recycling, parking, water/sewer billing, and engineering inquiries.
• Acts as liaison with the public, other city departments, and outside agencies.
• Assists residents with permit applications through the Permiteyes system and provides GIS maps upon request.
• Tracks and processes billing for parking accounts, sewer, septage, fuel use, and bulky waste programs.
• Reconciles and deposits fees collected through online systems and in-office transactions.
• Assembles and submits monthly diesel fuel tax information to the State.
• Enters work orders for Highway, Traffic, Water/Sewer, and other divisions.
• Registers residents for Household Hazardous Waste drop-off days and assists with special projects.
• Maintains accurate records for trash/recycling programs, including extra toter billing and coordination with vendors.
• Tracks capital account funds and processes invoices for engineering projects.
• Maintains records for Chapter 90 and other grants to ensure reimbursement for city projects.
• Ensures contractors provide required liability insurance and road bond documentation.
• Sends reminders for annual permit renewals (septage, industrial waste).
• Assists contractors in locating water/sewer lines using engineering files.
• Fills in for Office Manager or Water Administrative Assistant during absences.
• Handles certified mailings and other correspondence for the department.
• Performs all other duties as assigned.

QUALIFICATIONS

• Holds a High School diploma or equivalent; additional coursework in office administration preferred.
• Possesses minimum two years of experience in office administration in a modern office setting.
• Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook); uses spreadsheets, databases, and performs mail merges.
• Exhibits strong organizational, planning, and prioritization skills; works independently and meets deadlines.
• Communicates effectively and interacts with diverse populations.
• Applies knowledge of bookkeeping, billing, and municipal processes preferred. HOURS Monday
• Friday, 7:30AM
• 4:00PM 40 hours per week SALARY Starting rate \$18.93
• \$20.

08 per hour Annual increases up to \$27.80 per hour

APPLICATION DEADLINE

Monday, April 6, 2026 @ 4:00PM Active Filters Administrative Assistant Pittsfield, MA Clear All Apply