STAFF ASSISTANT 1

WORCESTER CITY OFC-WATER; Worcester (MA); On-site; USD 37,000 - 45,000; Full time

Benefits offered by this job

Benefits package

Job summary

The City of Worcester, Department of Public Works, seeks two Staff Assistant 1 to support administration and financial operations within the Administration & Finance Division. Under the Coordinator of Administration & Finance, you will process financial transactions, maintain records, and assist with procurement, revenue management and grant administration for all DPW divisions.

Bilingual applicants are encouraged; strong attention to detail, ability to manage multiple tasks, and willingness to

Qualifications

• High School diploma or equivalent.
• Three years of related work experience in an office environment performing financial processes, analysis, document management, and/or personnel related functions.
• Proficiency with Microsoft Office (Excel) to analyze and reconcile financial data, and other data sets.

Responsibilities

• Provide administrative and financial support to management and departmental operations.
• Process financial transactions and maintain accurate records, including procurement activities such as purchase orders, accounts payable, and payroll processing.
• Review, correct, and approve financial entries for compliance with applicable rules, regulations, and internal procedures, including requisitions, payments, journal entries, and deposits.
• Demonstrate strong attention to detail and accuracy while monitoring processes to ensure quality and compliance standards are met.
• Resolve internal and external billing discrepancies and financial issues in a timely and professional manner.
• Collaborate effectively with team members to support operational efficiency, continuous learning, and professional growth.
• Prepare, review, and distribute various forms of business correspondence and financial documentation.
• Manage revenue processing, recordkeeping, reconciliation, and financial analysis.

Skills

Accounting knowledge

Office software

Analytical skills

Recordkeeping

Customer service

Communication skills

Teamwork

Confidentiality

Time management

Attention to detail

Education

High School diploma

Tools

Microsoft Excel

Workday Financial Software

Job description

STAFF ASSISTANT 1
DEPARTMENT OF PUBLIC WORKS
CITY OF WORCESTER

The City of Worcester is seeking qualified applicants for two (2) positions of Staff Assistant 1 for the Administration & Finance Division within the Department of Public Works. Under the direction of the Coordinator of Administration & Finance, the Staff Assistant 1 is responsible for the performance of a range of administrative and accounting services in support of various management positions within the Department of Public Works (DPW). The work follows established operating practices, regulations and guidelines, with procedures that may vary depending on the nature of the transaction or information required. The Staff Assistant 1 will be responsible for processing financial transactions, maintaining accurate records, preparing and reviewing business and financial documentation, and supporting procurement, revenue management and grant administration activities for all DPW divisions.

Bilingual applicants are encouraged to apply.

ESSENTIAL ELEMENTS:

• Provide administrative and financial support to management and departmental operations


• Process financial transactions and maintain accurate records, including procurement activities such as purchase orders, accounts payable, and payroll processing


• Review, correct, and approve financial entries for compliance with applicable rules, regulations, and internal procedures, including requisitions, payments, journal entries, and deposits


• Demonstrate strong attention to detail and accuracy while monitoring processes to ensure quality and compliance standards are met


• Resolve internal and external billing discrepancies and financial issues in a timely and professional manner


• Collaborate effectively with team members to support operational efficiency, continuous learning, and professional growth


• Process documentation to initiate payments for capital projects and complex invoices


• Assist with monitoring capital finances, borrowing activities, and fund transfers


• Support the preparation, tracking, and maintenance of bid and contract documentation


• Assist with grant administration and oversight by gathering required information, preparing and monitoring programs, and submitting reimbursement requests for State and Federal grants through internal and external systems


• Prepare, review, and distribute various forms of business correspondence and financial documentation


• Manage revenue processing, recordkeeping, reconciliation, and financial analysis


• Prepare and process revenue deposit packages and additional departmental deposits as required


• Update and maintain revenue and expenditure reports to support financial tracking and decision-making

SECONDARY ELEMENTS:

• Perform customer service in person or via email and direct them appropriately or take detailed messages


• Schedule meetings and prepare agendas


• Organizing events for the public and employees


• Assist with filing and sorting papers and documents; prepare correspondence, upkeep of office files, etc.


• Other duties as assigned

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of accounting, office database software to track, monitor, and reconcile revenues and expenditures


• Knowledge of the common principles and practices of accounting


• Computer proficiency, including Microsoft Office Suite


• Advanced analytical skills


• Proficient business mathematical skills


• Proficient recordkeeping and organizational skills


• Proficient customer service skills and ability to interact with members of the public


• Proficient written and verbal communication skills
  
• Ability to work independently and as part of a team


• Ability to perform and prioritize multiple tasks in a detailed and timely manner


• Ability to travel to off-site locations for time sensitive processes


• Ability to multi-task, perform, and complete a variety of financial and personnel processes with competing priorities in a detailed and timely manner


• Ability to maintain confidentiality


• Ability to establish and maintain effective working relationships with diverse populations, organizations, and interests


• Regular onsite attendance is required

MINIMUM REQUIREMENTS:

• High School diploma or equivalent


• Three (3) years of related work experience in an office environment performing financial processes, analysis, document management, and/or personnel related functions


• Proficiency with Microsoft Office (Excel) to analyze and reconcile financial data, and other data sets

PREFERRED QUALIFICATIONS:

• Two (2) years of experience managing accounts payable


• Two (2) years of experience with processing and/or managing payroll


• Three (3) years of experience generating and reviewing complex reconciliations


• Valid Driver’s License


• Experience with Workday Financial Software

SALARY RANGE: $27.07 - $32.65 hourly, full-time, with an excellent benefits package.

The City of Worcester is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.