Operations Support Assistant

Town of West Hartford; West Hartford (CT); On-site; USD 40,000 - 56,000; Full time

Job summary

Town of West Hartford is seeking an Operations Support Assistant to provide administrative, logistical, and operational support across departments. You will manage scheduling, records, and data entry to help daily functions run smoothly.

The role emphasizes customer service for residents and staff, attention to confidentiality, and helping coordinate meetings, reports, and special projects within a municipal setting.

Qualifications

• Associate degree in Business Administration, Public Administration, or related field preferred.
• 1–3 years of administrative or operations support experience required.
• Experience in a municipal or public sector environment preferred.

Responsibilities

• Provide general administrative support including scheduling, correspondence, filing, and document preparation.
• Maintain department records, databases, and tracking systems with accuracy and confidentiality.
• Assist with invoices, purchase orders, and budget tracking; enter and reconcile data.
• Support coordination of meetings, agendas, minutes, and follow-up tasks.

Skills

Strong organizational skills

Time management

Written and verbal communication

Data management proficiency

Confidentiality and discretion

Independent and collaborative work

Education

Associate’s degree in Business Administration or Public Administration or related field

Tools

Microsoft Office Suite

Job description

The Operations Support Assistant provides administrative, logistical, and operational support to ensure the efficient day-to-day functioning of assigned departments within the Town of West Hartford. This position plays a key role in coordinating internal processes, supporting staff and public inquiries, maintaining records, and assisting with special projects and operational initiatives.

Key Responsibilities

Administrative & Operational Support

• Provide general administrative support including scheduling, correspondence, filing, and document preparation
• Maintain department records, databases, and tracking systems with accuracy and confidentiality
• Assist with preparation of reports, presentations, and operational documents
• Support coordination of meetings, including agendas, minutes, and follow-up tasks

Customer & Public Service

• Serve as a point of contact for residents, vendors, and internal staff
• Respond to inquiries via phone, email, and in person, directing requests appropriately
• Provide clear and professional communication regarding departmental services and procedures

Financial & Data Support

• Assist with invoice processing, purchase orders, and budget tracking
• Enter and reconcile data within municipal systems
• Compile and analyze operational data for reporting purposes

Project & Process Support

• Assist with implementation of departmental projects and operational improvements
• Track deadlines and deliverables to ensure timely completion
• Support compliance with municipal policies and procedures

Qualifications

• Education & Experience
• Associate’s degree in Business Administration, Public Administration, or related field preferred
• 1–3 years of administrative or operations support experience required
• Experience in a municipal or public sector environment preferred

Skills & Competencies

• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office Suite and data management systems
• Ability to handle confidential information with discretion
• Detail-oriented with strong problem-solving skills
• Ability to work independently and collaboratively in a team environment