Senior Clerk | Public Works

Seekonk Ma; Seekonk (MA); On-site; Full time

Job summary

A municipal department seeks a Senior Clerk to manage administrative tasks, including payroll, inquiries, and record-keeping. The ideal candidate will have strong communication and organizational skills, with a background in municipal office work. This role is essential for maintaining efficient operations within the Public Works Department.

Qualifications

• 3-5 years of experience in general office work in a municipal setting.
• Must pass a background and criminal history review.

Responsibilities

• Perform administrative and secretarial services for the Department of Public Works.
• Manage inquiries via telephone, email, and in person.
• Prepare and maintain payroll records.

Skills

Communication

Customer Service

Organizational Skills

Interpersonal Skills

Analytical Skills

Education

High School Graduate

Associate Degree

Tools

Microsoft Suite

Job description

Preference will be given to applications received byMay 30, 2025. However, the position will remain open, and applications will be accepted untilJune 16, 2025.

JOB TITLE: Senior Clerk

SUPERVISOR: DPW Superintendent

FLSA: Non-Exempt

STATUS: Union

UNION: AFSCME Council 93 Local 1701

HOURS/WEEK: 37.5

The salary is based on a seven (7) step table. Step 1 is $25.57 per hour and Step 7 is $31.89 per hour.

POSITION OVERVIEW:The Secretary is responsible for performing highly responsible administrative and secretarial services for the Department of Public Works. The position is responsible for performing a variety of moderately complex tasks including accepting applications, collecting fees, answering inquiries, maintaining records, processing payroll and invoices, preparing reports and correspondence, scheduling inspections and overseeing the office.

SUMMARY: The following description is a general summary of responsibilities with some specific duties. It is not a total delineation of all duties nor does it limit the responsibilities to those stipulated. This position functions as a part of the overall public safety team to ensure effective and efficient municipal operations.

The Secretary performs administrative office management to the Public Works department. This position entails the performance of complex office tasks requiring composing and typing correspondence, reports, computer data entry work, record keeping, filing, and working directly with the public and other municipal personnel. The Secretary is responsible for improving upon the efficiency and effectiveness of all areas under his/her direction and control. The Secretary is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The normal work week for the Secretary will consist of five (5) consecutive 7.5-hour days, Monday through Friday, with a one (1) hour (30 minutes paid, 30 minutes unpaid) lunch period with a regular starting and ending time of 8AM-4PM.

SUPERVISION: Works under the policy direction of the Board of Selectmen through the Town Administrator and Superintendent. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee is expected to recognize instances which are out of the ordinary and which do not fall within existing instructions; the employee is then expected to seek advice and further instructions. Reviews and checks of the employee’s work are applied to an extent sufficient to keep the supervisor aware of progress, and to insure that completed work and methods used are technically accurate and that instructions are being followed.

JOB ENVIRONMENT: A great deal of work is carried out in a team environment and with a degree of independence. Administrative work is performed under typical office conditions, with frequent interruptions. Operates personal computer and standard office equipment such as copier, facsimile machine, etc.

ESSENTIAL FUNCTIONS: 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.

• 
  Receive and manage a wide range of inquiries via telephone, email, and in person.
• 
  Answers telephone and greets visitors to the facility.
• 
  Prepare, maintain, and enter payroll records.
• 
  Maintain accurate attendance and paid time off records.
• 
  Receives and processes inquiries and complaints received, resolving as necessary, or routing to appropriate personnel for resolution.
• 
  Forward complaints, as work orders, to DPW staff and the Superintendent.
• 
  Prepares and processes various forms, records, applications, permits, and special reports.
• 
  Maintain and monitor department’s financial records, accounts payable, accounts receivable, expenditure reports, and line item budget balances.
• 
  Assist in the dispatching for snow removal, sanding operations, and any emergency situations that arise.
• 
  Assist all town departments to resolve complaints about the condition of town buildings, including requests for repairs, trash removal, general maintenance, and emergency repairs.
• 
  Prepare mailings, which may include correspondence, meeting and legal notices, orders, warrants, newsletters, or agendas.
• 
  Prepare a variety of correspondence, reports, memoranda and statistical data from original reports.
• 
  Prepares department insurance claims by filing necessary paperwork with the Town’s insurance provider and follow through on status of the claim.
• 
  Orders supplies, processes and maintains purchase order/logs, verifies order accuracy and sets up new vendor accounts.
• 
  Maintains and updates accurate files of varying confidential nature.
• 
  Performs other duties as assigned.

QUALIFICATIONS: Education and Experience

Must be a high school graduate or equivalent with a business school or higher specialized training, Associate degree preferred. Not less than three (3) to five (5) years of experience in general office work in a municipal setting or any equivalent combination of education, training, and experience. Must pass a background and criminal history (CORI) review.

Preferred Qualifications

Candidate must be able to demonstrate possession of the required knowledge skills and abilities to perform this work.

Knowledge, Ability and Skill

Knowledge: Knowledge of Seekonk’s policies, procedures, and bylaws. General familiarity with state statutes, bylaws, regulations, policies and procedures relevant to public safety functions. Thorough knowledge of department operations. Knowledge of office equipment and the operation of computer software applications, particularly word processing, spreadsheet, database, email and internet.

Ability: Communicate effectively orally and in writing. Ability to work independently. Ability to create presentations and professional correspondence. Ability to multi-task effectively and work within timelines and prioritize tasks. Ability to operate a computer in order to input and retrieve information to make analysis of data, and to process billing. Must have the ability to type 40 to 60 words per minute, with minimal errors. Must have the ability to comprehend complex payroll records, collective bargaining agreements, and directives.

Skill: Excellent customer service and interpersonal skills. Excellent communication skills, in person, by phone, and electronically. Skills in operating computers and utilizing appropriate software applications to include database and spreadsheet applications, including but not limited to Microsoft suite products. Excellent organizational skills. Strong analytical and math skills. Good interpersonal skills to work in a team environment.

PHYSICAL REQUIREMENTS: Light physical effort required to perform duties under typical office conditions. Frequently required to sit, stand, and walk over various surfaces. May spend sustained periods on a computer, telephone, or operate other office equipment. Regular interruptions to assist citizens, customers, and other Town employees. Occasionally required to move, push or pull items weighing up to 30 pounds.

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.

The successful candidate will have demonstrated experience in the skills necessary to successfully be a key member of the Town and to work in the Public Works Department.

Posted 5/15/25