Highway Administrative Assistant

Brookfieldma; Northern (KY); Hybrid; USD 28,000 - 32,000; Part time

Job summary

Brookfieldma is seeking a part-time Highway Administrative Assistant to support the Highway Department. The role emphasizes strong communication, detail-orientation, and multitasking in a municipal setting.

The position requires a High School diploma with 3-5 years of relevant office experience and involves compiling documentation, budget tracking, and handling procurement paperwork with discretion.

Qualifications

• High school diploma and 3-5 years of relevant office administration experience, preferably in a municipal setting.
• Strong communication skills, attention to detail, and ability to manage multiple tasks efficiently.
• Familiarity with Open Meeting Law, Public Records Law, State Ethics Law and Public Procurement Laws.

Responsibilities

• Perform a wide range of administrative functions including word and data processing, filing and correspondence management.
• Assist in the preparation of the departmental budget and track expenditures and balances.
• Perform accounts payable functions and liaise with the Treasurer.
• Serve as the first point of contact for department inquiries in person or by phone.
• Maintain department records and personnel files; track leave and prepare year-end reports.
• Prepare grant paperwork and explore grant opportunities.

Skills

Communication

Organization

Multitasking

Confidentiality

Open Meeting Law

Education

High School Diploma

Tools

Word processing software

Spreadsheet software

Database software

Job description

Help Wanted: Part-time Highway Administrative Assistant

Overview:
Brookfield seeks a qualified candidate for a part-time Highway Administrative Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by providing essential administrative support. This position requires strong communication skills, attention to detail, and the ability to manage multiple tasks efficiently. Hours are 15-19 per week. Pay is $20 to $23 per hour, depending upon experience.

See job description below:

Highway Department Administrative Assistant Job Description

The Administrative Assistant performs highly skilled administrative and clerical duties to coordinate the administrative activities of the Department in an effective and efficient manner.

The Administrative Assistant works independently under the direction of the Highway Superintendent.

• Performs a wide range of administrative functions including word and data processing, filing, correspondence management
• Assists in the preparation of the departmental budget.
• Tracks all budget line items, expenditures and balances.
• Performs accounts payable functions for the department; turns money and checks over to Treasurer
• Serves as the first point of contact for those contacting the department either in person or via telephone.
• Reviews issues that arise and makes determinations on who best to handle.
• Interacts effectively with members of the public, town government, business community and state and federal agencies
• Coordinates the compiling of documentation and bd specifications in accordance with procurement laws and regulations
• Maintains all department records, personnel files, correspondence
• Tracks leave for departmental employees
• Prepares year end reports
• Generates and processes Chapter 90 paperwork/FEMA disaster compilation and paperwork
• Prepares grant paperwork and researches grant possibilities
• Manages office and office related functions, including supplies.
• Performs similar or related work as required or assigned
• Excellent communication skills, both oral and written
• Ability to deal tactfully, courteously and professional with all personnel
• Ability to maintain confidentiality and to exercise sound judgement and discretion
• Much be organized and detail oriented
• Must be able to multi task
• Must operate standard office equipment
• Must be familiar with word processing, spreadsheet and data base applications
• Must have working knowledge of Open Meeting Law, Public Records Law, State Ethics Law and Public Procurement Laws

High school diploma and 3-5 years of relevant office administration experience, preferably in a municipal setting or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is conducted in an administrative office. The employee will occasionally be required to lift materials weighing up to 30 pounds. The employee also must operate standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal office. The employee regularly interacts with, and must communicate effectively with, government officials, other Town employees and personnel, third parties transacting business with the Town, and the public. Attendance at night meetings is required, as needed. May be required to respond to emergencies during evenings, weekend, and holidays.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. 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/or requirements of the job change.