DPW Administrative Assistant (SEARCH REOPENED)

Weston Conservation Department; Weston (MA); On-site; USD 62,000 - 74,000; Full time

Job summary

Weston Conservation Department is seeking an Administrative Assistant to support the Public Works Department with payroll, accounts payable, and recordkeeping. The role requires careful data entry, reliable document management, and strong communication with residents and other town departments.

The position emphasizes accuracy, independence, and timely task prioritization while supporting projects and GIS data needs. Training will cover all essential duties as needed.

Qualifications

• High school diploma with 1–3 years bookkeeping or accounting experience.
• Ability to work independently and prioritize deadlines.
• Knowledge of office procedures and public works operations.
• Computer proficiency including word processing, spreadsheet, database, GIS software.
• Experience with GIS data input and basic file management.

Responsibilities

• Process department payroll and time sheets; create overtime report.
• Process accounts payable and maintain line item balances.
• Record revenue and file; maintain department filing system.
• Answer calls from residents, contractors & other Town Depts; track service requests.
• Create water accounts and update water meter information; process invoices.
• Issue Transfer Station Stickers; manage Dig Safe notifications; issue permits.
• Assist Office Manager with contracts for outsourced public works projects; assist Town Engineer with GIS data entry.
• Assist GIS Coordinator with folding maps and data entry; provide form creation support.
• Provide copies of blueprints to the public; coordinate vehicle maintenance tracking.
• Perform other related duties as required.

Skills

Accounting basics

Office management

Data entry

Education

High school diploma

Tools

GIS software

Word processing

Spreadsheet

Database

Finance 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).

Application deadline: November 4th, 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

The physical demands listed here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.

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

The work environment characteristics described here are representative of those that the employee encounters while performing the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.

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.