DPW Administrative Assistant

Weston Conservation Department; Weston (MA); On-site; USD 41,000 - 58,000; Full time

Job summary

The Town of Weston, MA seeks an Administrative Assistant for the Department of Public Works. This role supports payroll, accounts payable, revenue recording, and administration. Two assistants share duties and will be cross-trained across essential tasks.

Requirements include a high school diploma and 1–3 years in bookkeeping or accounting. Proficiency with office software and GIS is preferred. Competitive hourly pay and benefits apply.

Qualifications

• High school diploma or equivalent with 1–3 years of bookkeeping or accounting experience.
• Knowledge of town government, public works operations, and basic accounting procedures.
• Ability to learn and maintain current accounting practices; work independently and meet deadlines.
• Experience with word processing, spreadsheets, databases, and GIS software.

Responsibilities

• Process department payroll and maintain time sheets and attendance records; generate overtime reports.
• Process accounts payable and maintain up-to-date line item balances.
• Record revenue and submit to Town Hall and maintain filing systems.
• Handle calls from residents, contractors and other departments; provide information and assistance.

Skills

Office procedures

Public works operations

Accounting procedures

GIS software

Independent work

Numerical record keeping

Education

High school diploma

1-3 years bookkeeping or accounting experience

Tools

Word processing

Spreadsheet

Database

GIS software

Job description

Department of Public Works | Administrative Assistant

Town of Weston, MA

The Administrative Assistants perform financial work processing and recording expenses and revenue to support the Public Works Department, as well as administrative & secretarial work. The two Administrative Assistants may be assigned to focus on certain aspects of the essential duties and responsibilities of the job, but the two positions are back up to one another and will be trained on all the essential duties and responsibilities listed below and will be assigned to perform those duties when needed.

Hiring pay range for this position is $29.84 - $35.81 per hour DOQ (FY27 max hourly rate is $41.78). Email cover letter and resume as a single PDF file (Word docs will not be accepted) titled "DPWAdmin.YourSurname" to [e-mail] by July 24, 2026

The Town of Weston is an equal opportunity employer and does not discriminate on the basis of race, sex, age, color, religion, marital status, national origin or ancestry, genetics, sexual orientation, active military status or disability.

Essential Duties And Responsibilities

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 not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Processes department payroll and maintains time sheet and attendance records; creates overtime working report.
• Processes accounts payable for the department; maintains an up-to-date line item balance.
• Records revenue and submits to Town Hall. Maintains the department filing system
• Answer phone calls & respond to telephone requests from residents, contractors & other Town Depts. to provide information or assistance. All calls are tracked in a service request system. Maintains office inventory and supplies; orders, as necessary. Orders gas and diesel for Department vehicles within budget authorization.
• Creates new water accounts, update water meter information, and processes monthly labor and material invoices
• Issues Transfer Station Stickers. Administer Dig Safe Notifications. Creates and issues street opening permits, trench permits, & water applications
• Assists Office Manager in assembling and copying contracts for outsourced public works projects.
• Assists Town Engineer/Assistant Town Engineer with filing or creating file folders for blueprints and plans. Responsible for input of engineering-related data into GIS/data management software. Assists GIS Coordinator with folding maps and data entry and provides assistance with form creation.
• Provides assistance to members of the public making copies of blueprints and plans.
• Coordinates all vehicle maintenance tracking.
• Performs other related duties, as required.

Recommended Minimum Qualifications

Education and Experience

High school diploma; one to three (1-3) years of experience in bookkeeping or accounting; or an equivalent combination of education and experience.

Knowledge, Ability and Skill

Knowledge of office procedures, town government, and public works operations.

Ability to learn and maintain current knowledge of effective accounting procedures. Ability to work independently and prioritize tasks to meet deadlines. Ability to work with numbers and maintain detailed records.

Computer proficiency, including word processing, spreadsheet, database, finance, and GIS software.

Tools and Equipment Used

The employee operates a personal computer and standard office equipment (e.g., telephone, copier, facsimile).

Physical Requirements

Minimal physical effort is generally required to perform duties under typical office conditions. The employee is required to speak, hear, sit, and walk, and regularly lifts or carries up to 10 pounds. Vision requirements include the ability to read documents for analysis and general understanding and use a computer.

Work Environment

Work is performed under typical office conditions.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.