Administrative Assistant - Devens Department of Public Works

MassDevelopment; Massachusetts; On-site; USD 42,000 - 60,000; Full time

Job summary

MassDevelopment seeks an Administrative Assistant to support the Public Works Director and General Foremen with daily operations, scheduling, and communications. You will handle customer service, HR paperwork, invoicing, purchasing, and record-keeping to keep the department running efficiently.

The ideal candidate has a high school diploma with 5+ years of related experience, strong organizational skills, and proficiency in Microsoft Office. A MA driver's license is required, Notary preferred.

Qualifications

• High school diploma or equivalent with 5+ years' related experience.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and exercise independent judgment.
• Basic payroll, timekeeping, purchasing, and work order knowledge.
• Proficiency in Microsoft Office; HR and purchasing system experience.
• Massachusetts driver’s license; notary preferred.

Responsibilities

• Coordinate schedules, meetings, events for the Director and Foremen.
• Manage daily administrative needs across Public Works and Agency staff.
• Handle customer service functions including work orders and registrations.
• Coordinate HR paperwork: timesheets, payroll inquiries, reimbursements, vacations, overtime.
• Prepare, edit, and proofread correspondence and reports for professional presentation.
• Assist with budget prep, encumbrance reports, purchasing, and accounts payable.

Skills

Organizational skills

Written & verbal communication

Confidentiality

Microsoft Office

HR systems familiarity

Notary Public (preferred)

Driver's license (MA)

Education

High school diploma or equivalent

Tools

Precoro

BambooHR

Concur Solutions

Asset Essentials

Job description

Who We Are:

MassDevelopment, the state's development finance agency and land bank, delivers financing solutions, real estate expertise, and other assistance to strengthen and grow the Massachusetts economy. We partner with businesses, nonprofits, developers, banks, and municipalities to help create jobs, build housing, and foster vibrant communities across the state. We value diverse perspectives, encourage innovation, and are committed to building a stronger Massachusetts.

The Administrative Assistant to the Public Works Director and General Foremen performs a variety of administrative support functions essential to the effective and efficient operation of the Public Works Department. This position helps facilitate daily operations, supports departmental coordination, and ensures administrative processes are carried out accurately, efficiently, and in a timely manner. The ideal candidate is organized, detail-oriented, adaptable, and able to manage multiple priorities independently while maintaining confidentiality and fostering positive working relationships with staff, management, vendors, and the public.

What You'll Do

• Provide administrative and operational support to the Director of Public Works and General Foremen, including coordinating schedules, meetings, special events, and departmental communications.
• Coordinate daily administrative needs across Public Works and Agency staff, ensuring requests, inquiries, and information are handled accurately and in a timely manner.
• Manage customer service functions, including work order requests, animal registrations, accounts receivable, and responses to routine inquiries.
• Coordinate personnel-related documentation and requests with Human Resources, including timesheets, payroll inquiries, expense reports, educational reimbursements, vacation requests, overtime, and absences.
• Prepare, edit, and proofread correspondence, memoranda, reports, presentations, and other departmental documents, ensuring accuracy, clarity, and professional presentation.
• Assist with budget preparation, monthly encumbrance reporting, purchasing, and accounts payable activities.
• Coordinate procurement activities, including obtaining vendor quotes, comparing prices and specifications, preparing requisitions and purchase order requests, tracking orders, and working with Finance and suppliers to ensure timely completion of transactions.
• Review supplier invoices against bids and purchase orders, verify supporting documentation, and process bills for payment in accordance with established procedures.
• Maintain accurate purchasing, inventory, contract, financial, and other departmental records, including tracking inventory levels, shortages, pricing, and order information.
• Support contract administration and maintain the integrity and confidentiality of the Request for Proposals (RFP) process.
• Maintain departmental calendars, contact databases, filing systems, records retention systems, and office information systems.
• Monitor fuel usage through fuel system software and maintain insurance records for Public Works vehicles, equipment, and other assets.
• Compile information from contracts, purchase orders, invoices, requisitions, and financial reports to support departmental operations and management decisions.
• Advise management on budgetary matters, contract invoicing, and other issues related to assigned responsibilities, as well as administrative or operational needs requiring attention.
• Operate vehicles as needed to support departmental responsibilities and perform other duties that contribute to the effective operation of Public Works.

What We're Looking For

• High school diploma or equivalent, with at least five years of related experience and/or training, or an equivalent combination of education and experience.
• Exceptional organizational skills, attention to detail, and the ability to prioritize tasks, manage competing demands, and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to prepare, edit, and proofread professional correspondence and reports with accuracy and grammatical proficiency.
• Demonstrated ability to maintain confidentiality and exercise sound independent judgment.
• Basic mathematical and analytical skills, including the ability to compile and summarize data, support budget preparation, and identify discrepancies.
• Familiarity with payroll functions, timekeeping systems, purchasing processes, and work order management systems.
• Proficiency in Microsoft Office and experience with purchasing, expense management, human resources, and work order software.
• Experience with Precoro purchasing system, BambooHR, Concur Solutions, Asset Essentials, or similar platforms is preferred.
• Strong interpersonal and customer service skills, with the ability to work collaboratively with staff, management, vendors, and the public.
• Flexibility and adaptability to changing priorities, work demands, and departmental needs.
• A valid Massachusetts driver's license.
• Notary Public certification preferred.

What We Offer

• Comprehensive Benefits:Medical, dental, and vision insurance to support you and your family
• Retirement Readiness:Robust 401(a) and 457(b) plans with agency match
• Generous Paid Leave:Vacation, sick time, personal days, and holidays
• Investment in You:Tuition reimbursement, student loan assistance, and opportunities for continued learning
• Wellness Support:Resources and programs to help you thrive personally and professionally

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.