Date of Posting: Monday, March 17, 2025
Job Title: Administrative Assistant – Department of Public Works
Department: Public Works
Work Hours: Monday, Wednesday, Thursday 8:30AM-4PM; Tuesday 8:30AM-8PM; Friday 8:30AM-12:30PM
Union Eligible: AFSCME Local 3147
Salary
$81,031.66 Base Salary
$89,134.83 (Associate’s Degree, Base + 10%)
$97,237.99 (Bachelor’s Degree, Base + 20%)
$101,289.58 (Master’s Degree, Base + 25%)
(Salary determined by level of educational attainment, per collective bargaining agreement with Local 3147)
OVERVIEW:
The City of Lynn seeks an efficient, detail oriented, versatile, multitasking professional to serve as Administrative Assistant for the Department of Public Works. The Administrative Assistant will report directly to the Commissioner of Public Works and oversee administrative staff and operations related to all Department operations.
QUALIFICATIONS:
High School Diploma/Equivalency required, college degree preferred. The ideal candidate is an independent problem solver who can manage multiple demands and prioritize the needs of the office and staff. Seeking a leader with flexibility, empathy and a strong work ethic.
DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
• Assists Commissioner and Associate Commissioners by performing and coordinating administrative support services. Acts as a principal assistant on all administrative matters.
• Acts as a Liaison with Division Superintendents, providing support services such as: departmental expenditures, bills payable, requisition processing and purchases.
• Responsibility for the weekly preparation and disbursement of payrolls. Prepares fiscal, and budgetary requests as needed. Responsible for grant administration and preparation of contracts; attends City Council hearings at the request of the Commissioner.
• Maintains confidentiality as required; performs all duties of an experienced Head Clerk, including confidential typing, filing, and secretarial duties. Handles highly confidential assignments for the department or division.
• Performs difficult and confidential typing, word processing and administrative duties. Handles highly confidential assignments for the Commissioner or Associate Commissioners.
• Coordinates fiscal procedures within the departmental unit including: budget implementation and control, confirming that the expenditures are in accord with allocation of funds. Collects data and assists in preparation of the annual budget.
• Maintains and prepares reports for the Massachusetts Department of Transportation for specific roadway projects. Prepares statistical reports and assists and verifies all reimbursement requests with the City Comptroller.
• Oversight of head clerks responsible for maintaining accurate and up-to-date work order requests include the entering, closing out and follow-up status of all work orders.
• Assists in planning and implementing administrative improvements including organizational changes and work systems. Plans, schedules, and/or attends meetings and conferences, and prepares reports when necessary.
• Keep record for the preparation of administrative reports regarding time and attendance, leaves, termination, new employees, transfers for fiscal expenditures, and statistical records.
• Keeps apprised of new and revised personnel policies, statements, regulations, directives, and other various communications issued by the Personnel Department which are applicable to the department. Attends department interviews as required, coordinates and distributes appropriate employee orientation documents.
• Coordinates departmental services such as maintenance, repairs, supply procurement, and postal and electronic mail processing.
• Conducts business with the public, employees, and other departments. Answers questions and applies tactful listening when dealing with customers.
KNOWLEDGE, ABILITY, AND SKILLS:
• General understanding of rules and regulations related to Public Works. MUNIS experience preferred.
• Ability to deal with the public in a responsible manner and behave ethically.
• Working knowledge of Microsoft Office and other related computer software with a high level of proficiency in Microsoft Excel.
• Highly detail oriented.
• Strong critical thinking and decision-making skills.
• Excellent listening skills.
• Experience de-escalating difficult situations and interfacing with the general public.
• Conflict resolution and customer service training preferred.
• Bilingual/bicultural candidates strongly encouraged to apply.
How To Apply
A completed application, including cover letter, can be submitted via:
- Email ([email protected])
- Regular Post
- In-Person at the Personnel Department, Room 307 in Lynn City Hall
If submitting via e-mail, please include the “JOB TITLE” in the subject line. Applications must be submitted by Monday, March 31st or you will not be considered.
Job Title: "DPW Administrative Assistant"
CLOSING DATE: MONDAY, MARCH 31ST, 2025
* When applicants are substantially similar in terms of qualifications, preference will be given to candidates who have resided in the City of Lynn for a continuous twelve-month period prior to the date of posting.
The City of Lynn is an Equal Opportunity Employer!
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If you have any questions about the application process or need assistance, please call (781) 598-4000 or email us at [email protected].