Department of Public Works (DPW)

VACANCY

TOWNOFWARE

Part Time DepartmentAssistant

Department of Public Works (DPW)

TheTownofWareisseekingapplicantsforthepositionofa part time DepartmentAssistant for the DPW. Thisposition reportsdirectlytotheDPWDirector and works under the direction of the Department Assistant. The position isresponsiblefora wide assortment of administrative functions including billing and collectingcurrentanddelinquenttaxrevenues, providing customer service, processing invoices and dailyreconciliations, assistance in procurement of services and supplies, preparingreports,lettersandotheroffice relatedfunctionsfortheDirectorandtheDPWdivisions. 17.5hoursperweek.

Theidealcandidatewillhaveahighlevelofcustomerserviceskills,excellentverbalandwritten communicationskills,andproficiencywithnumbers. Thepositionrequiresanassociate'sdegreeandat leastthreeyearsofofficeexperience,oranyequivalentcombinationofeducationandexperience. Experienceinamunicipalorfinancialofficesettingandindealingwiththepublicispreferred.

Backgroundinvestigationandpre-employmentphysical required. Equalopportunityemployer. Positionwill remainopenuntilfilled. Submitacoverletter,application,andresumewithatleastthreereferencesto:

OfficeoftheTownManager

126MainStreet

Ware,MA 01082

Telephone(413)967-9648Ext.100

Applicationsandafulljobdescriptionareon-lineat beginon January 15.

Part Time Department Assistant –DPW

Non-Union

17.5 Hour per week

Definition

Skilled record keeping and administrative work in assisting the department head and department assistantin supporting the operations of the office and managing the daily administrative and clerical duties of the department and all other related work as required.

Supervision

Works under the general direction of the Director of Public Works and Department Assistant following department rules, regulations and policies, requiring the ability to plan and perform operations, and to independently complete assigned tasks according to a prescribed time schedule. Also provides support to Deputy Director and Water/Wastewater Supervisor.

Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative in supervising subordinates, responding to inquiries, particularly in situations not clearly defined by precedent or established procedures; anticipates and initiates procedures and activities in support of departmental policies and goals.

Job Environment

Work is performed under typical office conditions

Operates computers, calculators and other office equipment.

Has frequent contact with the general public, other city departments and officials, state and federal officials, engineering firms, attorneys, realtors, and utility companies. Communication is by means of telephone, personal discussion, and written and electronic correspondence.

Has access to all department-related confidential information.

Errors could result in significant delay or loss of services, legal ramifications and monetary loss.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does notexclude them from the position ifthe work is similar, related, or a logical assignment to theposition.

Performs input, computing, billing, and accounting for water, sewer, building connections and placing ofliens on property for delinquent payment. Coordinates with Tax Collection office on collection of bills.

Answers questions and furnishes information, in person, by telephone, and through correspondence, regarding department functions, and rules and regulations; receives complaints and responds to complaints appropriately; makes referrals as necessary.

Interacts with Treasurer and Accountant on deposits and accounts payable warrants.

ProvidesclericalandadministrativesupporttotheDirector, the Department Assistantandthedepartment.

Maintainsexpenditurerecordsversusbudgetestimates;preparespreliminarydatafordepartment budget.

Processes contracts and invoices; prepares theweekly department payroll andaccounts payable processes toassure accuracy and timeliness.

Maintains department personnel records; creates and maintains alldepartment files;purchases department office supplies.

Performssimilarorrelatedworkasrequiredorassituationdictates.

SpecificFunctions

ProcessesweeklypayrollsforalldivisionsoftheDepartmentofPublicWorksandmaintains associatedrecords;updatesemployeedataandmonitor'semployees'schedules;issuesawide variety ofpublicworks-relatedpermits;explainspermitprocedurestoapplicants;collectsfees andmaintains associatedrecords;balancescashdrawerandpreparesdeposits;computeswater andsewerbilling frommeterreadingsandentersdataintocomputer;maintainsaccounts, updatingmeterinformation, ownershipofproperty,mailingaddresses,andlocationofmeters; answersquestionsandcomplaints fromthepublicregarding billing, permits,public works-relatedproblemsanddepartmentpoliciesandprocedures; processesaccountspayable, purchase ordersandweeklypaymentwarrantsforalldivisions; processesworkers' compensationclaims.

RecommendedMinimumQualifications

EducationandExperience

Associates degree inaccounting,businessadministration orrelatedfieldplustwoyears' experienceinofficeprocedures;experienceinamunicipalsettingandindealingwith thepublicpreferred; musthaveexperienceincomputer operations and software applications;oranyequivalent combinationofeducationandexperience.

Knowledge, AbilityandSkill

Thorough knowledge ofoffice practices andprocedures; working knowledge of department operations and functions.

Skill intyping andcomputer applications; ability toorganize clerical andstatistical records; ability tooperate various types ofoffice equipment including acomputer. ComputerproficiencyinExcel,Word,anddatabasemanagement.

Strongfinancialandaccountingskills. Abilitytomaintainbudgetspreadsheets. Abilitytomaintaindetailedandextensiverecordsandtopreparereportsfromsame.

Abilitytoworkeffectivelyundertimeconstraintstomeetdeadlines.

Abilitytodealtactfullyandappropriatelywiththegeneralpublicandcitydepartmentsin aneffectivemanner.

PhysicalRequirements

Somephysicaleffortrequiredundertypicalofficeconditions. Position requires the ability tooperate akeyboard andview acomputer screen forextended periods oftime. Positionrequiresfullycorrectableclosevisionanddepthperception.

Thisjobdescriptiondoesnotconstituteanemploymentagreementbetweenthe employerandemployeeandissubjecttochangebytheemployerastheneeds oftheemployerandrequirementsofthejobchange.