STAFF ASSISTANT III

WORCESTER CITY OFC-WATER; Massachusetts; On-site; USD 91,778,467 - 111,865,252; Full time

Job summary

The City of Worcester is seeking a Staff Assistant III within the Department of Public Works, Street Operations Division, to provide administrative, clerical, and accounting support to the Central Garage and Streets and Sanitation Divisions. The role reports to the Assistant Commissioner of Operations and involves managing service tickets, SOPs, bid documents, and reporting.

Qualifications include a bachelor’s degree in business or related field and 3+ years of experience; bilingual applicants

Qualifications

• Bachelor’s degree in business administration, accounting, finance, or related field.
• Three (3) years of related work experience in an office environment performing professional administrative work or five (5) years of relevant experience.

Responsibilities

• Prepare periodic operational and financial reports for divisional leadership.
• Collect, analyze, and maintain data related to divisional activities, performance and operational outcomes.
• Assist with preparation, tracking and maintenance of bid documents, contracts, change orders, and reimbursements.
• Sign contractors into seasonal and other departmental work programs and maintain associated documentation.
• Update repair timelines, equipment status, and vehicle order timelines throughout each stage of the process.
• Ensure all procurement activities and orders comply with budget guidelines and departmental policies.
• Collaborate with DPW Admin, Department of Transportation & Mobility, Department of Sustainability & Resilience, Finance, Purchasing, and Auditing staff to ensure timely and accurate documentation of service tickets and other operational paperwork.
• Evaluate existing administrative and operational processes to identify opportunities for improved efficiency and performance.
• Assist in transitioning from paper-based service tickets to electronic service ticket systems.
• Modernize and maintain tracking systems to support accurate, real-time operational oversight.
• Analyze current practices and develop clear, comprehensive Standard Operating Procedures (SOPs) for the Central Garage and Streets and Sanitation Divisions.
• Ensure the divisions adhere to established SOPs such as vehicle audits, circle checks, and other compliance requirements.
• Assist and manage the administrative functions of the annual Snow Program, including scheduling, tracking, communications, marketing, and coordination with Snow Inspectors.
• Update and maintain snow route maps and related operational documents.
• Ensure divisions conduct required ground checks and provide field verification as needed.
• Conduct field visits to confirm compliance with operational standards and validate reported conditions.
• Other duties as assigned.

Skills

Organizational skills

Data analysis

Budgeting & accounting

Microsoft Office

Adobe Acrobat

City programs

Communication skills

Education

Bachelor’s degree in business administration, accounting, finance, or related field

Tools

Microsoft Office Suite

Adobe Acrobat

Job description

STAFF ASSISTANT III
DEPARTMENT OF PUBLIC WORKS
CITY OF WORCESTER

The City of Worcester is seeking qualified applicants for the position of Staff Assistant III for the Street Operations Division within the Department of Public Works. Under the direction of the Assistant Commissioner of Operations, the position provides comprehensive administrative, clerical, and accounting support to the Central Garage and Streets and Sanitation Divisions within the Department of Public Works (DPW), working directly under the Assistant Commissioner of Operations. This position supports Central Garage operations by managing service ticket workflows, assisting with the implementation of electronic processes, tracking contractor activity, and updating equipment and vehicle status records. The Staff Assistant III also contributes to the Streets and Sanitation Division by coordinating scheduling and providing administrative oversight for the annual snow program. Additional responsibilities include maintaining an accurate and up to date catalogue of Standard Operating Procedures (SOPs) for the Operations Division, collaborating with the Administration and Finance Division on change orders and reimbursements, and assisting the Assistant Commissioner of Operations with reporting, tracking, and other administrative functions.

Bilingual applicants are encouraged to apply.

ESSENTIAL ELEMENTS:

• Prepare periodic operational and financial reports for divisional leadership.
• Collect, analyze, and maintain data related to divisional activities, performance and operational outcomes.
• Assist with preparation, tracking and maintenance of bid documents, contracts, change orders, and reimbursements.
• Sign contractors into seasonal and other departmental work programs and maintain associated documentation.
• Update repair timelines, equipment status, and vehicle order timelines throughout each stage of the process.
• Ensure all procurement activities and orders comply with budget guidelines and departmental policies.
• Collaborate with DPW Admin, Department of Transportation & Mobility, Department of Sustainability & Resilience, Finance, Purchasing, and Auditing staff to ensure timely and accurate documentation of service tickets and other operational paperwork.
• Evaluate existing administrative and operational processes to identify opportunities for improved efficiency and performance.
• Assist in transitioning from paper-based service tickets to electronic service ticket systems.
• Modernize and maintain tracking systems to support accurate, real-time operational oversight.
• Analyze current practices and develop clear, comprehensive Standard Operating Procedures (SOPs) for the Central Garage and Streets and Sanitation Divisions.
• Ensure the divisions adhere to established SOPs such as vehicle audits, circle checks, and other compliance requirements.
• Assist and manage the administrative functions of the annual Snow Program, including scheduling, tracking, communications, marketing, and coordination with Snow Inspectors.
• Update and maintain snow route maps and related operational documents.
• Ensure divisions conduct required ground checks and provide field verification as needed.
• Conduct field visits to confirm compliance with operational standards and validate reported conditions.
• Other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Strong organizational, interpersonal, problem-solving skills.
• Experience and competence in financial tracking, budgeting and accounting.
• Detail-oriented, enthusiastic, adaptable and flexible.
• Ability to maintain confidentiality.
• Computer proficiency, including Microsoft Office Suite & Adobe Acrobat, and City Programs.
• Ability to take initiative to identify opportunities for process improvement and streamlining work.
• Ability to quickly learn new software and data management tools.
• Knowledge of accounting and office database software to track, monitor, and reconcile revenues and expenditures.
• Ability to develop reports in a timely fashion.
• Ability to perform/prioritize multiple tasks in a detailed and timely manner.
• Ability to drive to off-site locations for time sensitive processes.
• Demonstrated ability to learn new software systems for finance or operations.
• Regular onsite attendance is required.

MINIMUM REQUIREMENTS:

• Bachelor’s degree in business administration, accounting, finance, or related field, AND;
• Three (3) years of related work experience in an office environment performing professional administrative work OR;
  • Any equivalent combination of education, training and five (5) years of relevant experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job will be considered in lieu of the above-mentioned requirements
• Excellent written and verbal communication skills
• Possession of current and valid Motor Vehicle License

PREFERRED QUALIFICATIONS:

• Three (3) years of experience with procurement and/or contract management
• Five (5) years of administrative experience in a public sector office setting
• One (1) year of experience working with Public Works snow operations

SALARY RANGE: $32.03 - $39.04 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.

Preference is given to Worcester residents.

Direct inquiries to: City Hall, Human Resources, Room 109, 508-799-1030,[e-mail] .