Administrative Support Specialist

Administrative Support Specialist Salary $53,040.00 - $61,505.60 Annually Location Concord, NH Job Type Full-Time Job Number 2026-83 Department General Services Division Administration Opening Date 05/08/2026 Description Benefits Description The General Services Department has 1 immediate openings to support the administration of the department in the role of Administrative Support Specialist. See below for more details on job duties.

TYPICAL WORK SHIFT/SCHEDULE

Days, Monday - Friday, Full Time. Optional Overtime opportunities in the winter.

APPLICATION INSTRUCTIONS

Open until filled with daily review of applications. A City Application is required. Applications may be completed online at www.concordnh.gov. For more information on applying, please call the Human Resources Department at (603) 225-8535 (voice) or TTY at 800-735-2964 or 7-1-1. ======================================================================== Works independently performing work of moderate difficulty processing department-wide payroll, and other financial transactions; processes accounts payables and/or receivables; processes and tracks purchase orders; monitors and tracks budget expenditures; balances receipts, reconciles accounts, and prepares routine financial reports. Uses independent discretion and judgment in coordinating the administrative operations of the Department. Handles confidential and/or sensitive information requiring the use of discretion and tact. In addition, serves as principal contact to the general public for all telephone and direct personal inquiries, analyzes and assesses resolution, implements internal work orders as appropriate, and bring forward items not readily addressed through existing Department protocols

Examples of Duties Customer Service:

serves as the first contact for Departmental inquiries; implements internal and external administrative processes; responds to inquiries and assists others in problem resolution; answers the phone; takes messages; helps customers at the counter; opens the mail and forwards it to appropriate divisions.

Payroll:

enters, verifies, and manages Department-wide payroll processing; processes annual COLA adjustments; processes annual step increases and annual and sick leave reconciliation, maintains annual and sick balance accruals; processes retroactive or overpayment corrections as needed.

Human Resources:

prepares and processes Department-wide evaluations and follow-up across contractual and non-contractual units; maintains Department-wide "acting" spreadsheet, distributes new employment postings, processes all Department Personnel Actions (hiring, terminations, acting, promotions); maintains Departmental employee list, time card preparation, distribution and reconciliation. Coordinates with HR all onboarding of new employees and status changes of existing employees, including key management.

Insurance Claims:

Departmental liability, vehicle, and property claim processing, Workers compensation claim management, serves as a guest to the Joint Loss Management Committee Employee recruitment: Sets up interviews, collects all background paperwork and hiring paperwork, Schedules Pre-employment physicals, processes personnel actions for hires, conducts motor vehicle and background checks for non-fulltime employees, coordinates uniform procurement, coordinates CDL drug-testing protocols with Designated Employer Representative, serve as Department liaison with Human Resources for all HR paperwork.

General Billing:

handles billing of Downtown Solid Waste Management District - Calculation and Billing, City Carts, Multifamily MSW and Recycling, School District MSW and Recycling, Solid Waste Commercial Tonnage, Wastewater Leachate, Septage, Arena ice rental, advertising, and all other miscellaneous billing throughout the month for accidents, inter-municipal lab testing, school district salt and sand use. Billing for annual department leases and rental agreements. Prepares annual billing for curbing customers and associated payment processing

Accounts Payable:

Weekly accounts payables for General Services recurring payables; mileage reimbursements; Cell Phone Bills; advance mailing services; and payment voucher processing.

Receipt of goods:

Enters vendor numbers and prepares and posts invoices; reconciles accounts to appropriate reports Prepares requisitions, purchase orders, and change orders; verifies purchase orders to requisition and payment vouchers to assure accuracy; contacts vendor if order received is incorrect pricing or item. Receipting of Services for Department-wide purchase orders/invoices Handles CIP payment processing and reconciliation Manages miscellaneous scrap recycling payments Manages Customer Advance Payments Processes daily mail to include City Hall runs and distributes as appropriate. Makes journal entries and performs other routine bookkeeping duties. Updates computer data from time sheets, invoices, requisitions, change orders, and journal entries Maintains recycling bin inventory Gathers and summarizes financial information to prepare reports and provide information for budget preparation or monitoring. Sets up and maintains alphabetic and numeric files so that documents can be filed and retrieved in an orderly fashion. Maintains specialized funds and billing data every month. Receives orders; verifies for accuracy; maintains accurate inventory of office supplies, printed supplies, etc. May conduct cash transactions with the public, such as sales, refunds, and fee collections. In the event of a qualifying absence of the Office Manager, may serve and be compensated in an "Acting" role Performs other related duties as assigned

Typical Qualifications Education and Experience:

High school diploma or GED; and, Two to three years of related accounting/clerical experience Working collaboratively with the general public, or Any combination of education, training, and experience that provides the required knowledge, skills, and abilities needed for the job. Supplemental Information

MATERIAL AND EQUIPMENT USED

: Personal Computer and/or Terminal Calculator Multi-line Telephone Fax Photocopier

KNOWLEDGE, SKILLS, AND ABILITIES

:

Knowledge of:

Basic mathematical computations, including adding, subtracting, multiplying, and dividing. Basic bookkeeping procedures. General office policies and procedures.

Skill in:

Ability to perform a variety of task simultaneously, Dealing courteously and diplomatically with the general public, Ability to defuse confrontational communication Ability to manage and operate computer software programs Performing basic mathematical computations, such as adding, subtracting, multiplying, and dividing. Applying basic bookkeeping procedures to financial operations. Compiling and organizing information for report preparation. Communicating effectively, orally and in writing. Operating various office equipment. Entering and retrieving information using a computer. Typing at 30 wpm. Filing documents in alphabetic or numeric order.

Mental and Physical Abilities to:

Establish and maintain effective working relationships with others. Understand and carry out written and oral instructions. Perform duties while typically sitting at a desk or table or while intermittently sitting, standing, or stooping. Occasionally lift light and heavy objects.

Working Conditions:

Work is performed in an office. This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible. Our organization is committed to ensuring fair treatment, access, and opportunities for all individuals regardless of race, ethnicity, gender, sexual orientation, ability, socioeconomic status, age, religion or other social identities in accordance with state and federal law. We recognize that each individual brings a unique perspective that is informed by their life experience and identity. Our organization is committed to recruiting and retaining the best qualified individuals based on a holistic review of their knowledge, skills, experience, understanding, communication and abilities. City of Concord Human Resources Department Benefits Summary

BENEFLEX PROGRAM SUMMARY

(Effective July 1, 2025) Employee compensation consists of two parts - direct wages and benefits. The City of Concord provides a "flexible benefit plan" or "cafeteria benefit plan" known as "

BENEFLEX

". This plan offers a range of benefit choices in the areas of: Health Plans, a Dental Plan, Life Insurance, a Medical Flexible Spending Account, a Dependent Care Reimbursement Account as well as Accident/Sickness (Disability) Plans. The City provides each full-time employee with benefit dollars, subject to annual City Council appropriation, for use in purchasing both medical and dental benefits, based on Federal eligibility guidelines. The exception to the Federal eligibility guideline falls under Healthcare Reform's Affordable Care Act with regard to adult dependent children between the ages of 19-26. The Affordable Care Act requires employers offering dependent coverage to cover adult children between the ages of 19-26, regardless of student status. Selection of additional benefits, such as a medical plan with a more expensive premium, flexible spending accounts or increased life insurance, may be paid for through payroll deduction on a pre-tax basis. If there is money left over from an employee's benefit dollars after benefit selection, it is treated as taxable income. Benefits take effect on the first of the month following hire date. An orientation/enrollment session with a full explanation of the Beneflex plan and its options is held once each month for new employees or as needed when new employees arrive. Because of the tax implications, this type of a benefit program is governed by Section 125 of the Internal Revenue Service Code. The Beneflex "Plan Year" is July 1 through June 30. After initial new employee enrollment, changes in benefit selections are only allowed during the group re-opening period just prior to each plan year, within 30 days of a birth, adoption, death, marriage, divorce, a change in the employment status of the employee or employee's spouse or within 60 days of a loss of Medicaid coverage or loss of coverage under the Children's Health Insurance Program (CHIP). Wellness Program The City of Concord continuously strives to offer comprehensive, responsive, and flexible health benefit plans and programs. All full-time employees and City-insured spouses are eligible to participate in the City's Wellness Program. In partnership with its insurers, the City of Concord is pleased to offer employees a unique opportunity to improve their overall health and create a healthier lifestyle utilizing an online platform. The City provides dollars ("wellpoints"), which can be used to offset the employee share of health insurance premiums. Wellpoints are earned for your participation in: Benefit education sessions Health Questionnaires (every other year) Various health or fitness challenges Various health or wellness related educational programs Physical exercise activities On or off-site health screenings Wellpoints earned the previous Wellness year (June through May) will be awarded at the end of May. If an employee does not need the additional wellpoints to purchase medical insurance, they may be used for other aspects of the Beneflex program or just received as cashback in their paychecks. Research has clearly shown that promoting health and fitness at the workplace and at home helps employees reduce the rate of premium increases and related health insurance costs, improve overall participant health, reduce stress levels, and become wiser health care consumers. The potential value of wellness programs to employers is just as impressive, with results such as reduced absenteeism, lower healthcare costs, improved employee morale, reduced employee turnover, better customer service, and enhanced employee recruitment. It is a win-win situation for everyone and it is fun!

Current Options Available Under Beneflex Program Include :

Health Care Plans Three plans are available through

Harvard Pilgrim:

Harvard Pilgrim HealthCare HMO 500 ($25 copay) Harvard Pilgrim HealthCare Elevate Health (T1-$25 copay/T2-Deductible then 20% coinsurance) Harvard Pilgrim HealthCare HMO High-Deductible HSA ($2000/$4000 Deductible) Dental Insurance Plan One plan is available through

Delta Dental:

Provides full coverage on certain diagnostic and preventive services, and limited coverage on certain restorative, prosthodontic (bridges, crowns, etc.), surgical, endodontic, periodontic, orthodontic coverage, and emergency services. Vision Insurance Plan One plan is available through

Delta Vision:

Provides coverage on a wide range of services (routine eye exams, glasses, contact fittings, evaluations and lenses) and offers additional savings on non-prescription sunglasses and laser vision correction. This plan is voluntary and is available through a post-tax payroll deduction. Life Insurance Plans Core coverage offered through UNUM with a benefit equal to one year's base salary (up to a $150,000 max) is funded by the City. Employees may upgrade in $1,000 increments with a minimum of $10,000 up to a maximum of $500,000 by funding the premium difference themselves. Additionally, employees are able to purchase spousal life insurance in $5,000 increments up to a maximum equal to the employee coverage, not to exceed $500,000 and/or child life insurance coverage in $2,000 increments up to $10,000. Income Protection Plans The Income Protection Plan is provided at no cost and includes a sick leave program, Short-Term Disability Insurance, and Long-Term Disability Insurance. The Short and Long-Term Disability Insurance is offered through UNUM and provides employees with a portion of their income when out of work for a non-work related injury or an illness beyond an initial elimination period. NH Paid Family & Medical Leave (NH PFML) Provides a 60% wage replacement (up to the social security wage cap) for up to six weeks per year (after an initial 7-day elimination period) for absences from work for covered common life events such as: An employee's own serious health condition when disability coverage does not apply An employee to bond with a child during the first year of birth, including placement for adoption or fostering An employee to care for a family m ember with a serious health condition Any qualifying urgent demand or need arising out of the fact that the employee's spouse, child or parent is a covered military member on covered active duty An employee to care for a covered service member with a serious injury or illness if the employee is the service member's spouse, child, parent or next of kin NH PFML will run concurrently with the federal Family and Medical Leave Act (FMLA) when the employee qualifies for both programs. If the employee is eligible for workers compensation, they will not qualify for PFML benefits for this same event. If the employee qualifies for Short-Term Disability, they will not qualify for PFML benefits for the same days absent. This leave can be used intermittently. Flexible Spending Account (FSA)• A FSA can be set up for Health or Dental Care expenses, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. Permanent part-time employees may also participate in this benefit at their own expense. • cannot be used if enrolled with the Harvard Pilgrim HMO High-Deductible HSA. Must be enrolled in one of the other available options through the city. Dependent Care Reimbursement Account A Dependent Care Reimbursement account can be set up for dependent care expenses, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. Permanent part-time employees may also participate in this benefit at their own expense. Limited Purpose Flexible Spending Account (LPFSA) A limited purpose FSA can be set up for Dental and Vision Care expenses only, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. This is only available to those employees enrolled in a qualifying High-Deductible Health Plan with a Health Savings Account (HSA). Health Savings Account (HSA)•A savings account, used in conjunction with a High-Deductible Health Plan (HDHP), allowing an employee to set aside a predetermined amount of money on a pre-tax basis to cover out-of-pocket qualified medical expenses. An employer may also contribute to this account. •must be enrolled in a High-Deductible Health Plan through the city.

OTHER BENEFITS

Annual (Vacation) Leave Generally speaking, most employees accrue annual leave at the rate of approximately 10 hours per month during their first year of employment, with accruals increasing at certain anniversary dates thereafter. Most employees on an 8 hour schedule will begin to earn 25 days starting in their second year on a monthly pro-rated basis. There is no waiting period to begin earning annual leave. Annual leave accruals are earned on the 1st of the month for the prior month, provided there have not been more than 5 days of non-pay in that prior month. For any month where more than 5 days of non-pay occur, there will be no accrual earned for that month. The Personnel Rules & Regulations, departmental approval procedures, and/or any applicable collective bargaining agreement should be referred to for details. Paid Holidays Subject to the terms of applicable collective bargaining agreements and/or the Personnel Rules and Regulations, employees generally observe 12.5 paid holidays each year. The holiday schedule is posted on the city's internal website under Benefits. Retirement - Pension System (mandatory participation) Upon employment, all full-time employees (35 hours or more) are enrolled in the New Hampshire Retirement System with a mandatory pre-tax payroll deduction each week of 7% of their gross income (11.55% for Group II Police employees and 11.8% for Group II Fire employees). The City also makes contributions to the New Hampshire Retirement System on behalf of full-time employees. The rate of contribution varies by Group I and II membership, as follows: Group Rate as of 7/1/25 Employees (Group I) 13.53% Police Officers (Group II) 31.28% Firefighters (Group II) 30.35% Retirement - Investment Opportunities (voluntary participation) Three additional options for retirement savings are 457 deferred compensation plans managed by MissionSquare Retirement (formerly ICMA-RC - International City Management Association Retirement Corporation), PFPOPE and Empower and are available through payroll deduction. A traditional Roth IRA managed by the MissionSquare or a Roth 457 managed by Empower and PFPope are also available through payroll deduction. Accident/Critical Illness Plans Two plans are available through Allstate offering cash benefits payable upon the event of an accident or diagnosis of a critical illness or condition. This benefit is voluntary and available through a pre-tax payroll deduction. Legal and ID Theft Plan Two plans are available through Legalshield providing the option of either Legal services or ID Theft Protection plans. This benefit is voluntary and is available as a post-tax payroll deduction. Merit Pay Plan Employees are eligible for a merit pay increase, typically one step on the applicable wage schedule, upon satisfactory completion of their probationary period and annually thereafter (again subject to satisfactory performance). Employee Perks Family Pool Pass for City Employees, Non-Concord Residents Go to the Parks and Recreation office at 14 Canterbury Rd, show your work badge or picture id. This is a family pass but you must be the one to sign up initially. Parks and Recreation will confirm current employment on a roster. You will receive a specific color employee pass that you will use to gain entrance at all open City Pools and the Splash Pad. Beaver Meadow Golf Course Guest of Member Rate Employees will need to register with the Proshop to obtain a household account. Every employee will need photo ID, proof of employment (badge or paystub) and email address. Once they have completed that task, they will check in through our normal processes and receive the employee rate. Concord Public Library Card for City Employees, Non-residents Employees will need to go to any of the three branches to obtain a non- resident library card. You will need to bring photo identification and your name will be checked against the active employee roster. Once confirmed, your Concord Public Library card application will grant you full library usage while employed. The pass must be renewed and will be set to expire each August 31st of the current year. This document is a summary, only for purposes of providing general information to job applicants, and is subject to periodic revision by the Human Resources Department. It does not constitute any sort of guarantee, commitment or contract for any aspect of the Beneflex Program or the Personnel Rules & Regulations, which are also subject to change. The Beneflex Program is administered by the City of Concord at its sole discretion, subject to annual City Council appropriation and any applicable collective bargaining agreements. Employer City of Concord (NH) Address 41 Green St Concord, New Hampshire, 03301 Phone 603-225-8535 Website http://www.concordnh.gov