Administrative Assistant

Are you looking for a rewarding career with excellent benefits?

The Town of Needham seeks applicants for the full-time position of Administrative Assistant. Under the general direction of the Director of Park and Recreation and the Assistant Director of Public Health for Environmental and Community Health, with funding being 2/3 Park and Recreation and 1/3 Health and Human Services, this position supports internal and external customers for both Park and Recreation and Public Health including customer service, office administration, and supporting on special projects.

The person being sought needs to have the demonstrated ability to multi-task, great and can function in a high activity building with high expectations, support special projects and phone coverage. This entry-level position is ideal for candidates who possess knowledge of office applications, computer applications, and bookkeeping with great communication skills.

Duties and Responsibilities

 

These duties are a general summary and not all inclusive:

• Accepts payments from the public, inputting into the system and reconciling receipted funds, and balancing cash at the end of each day.
• Provide assistance to internal and external customers for the Park and Recreation Department and the Public Health Division, including members of the public, contractors, Town staff, board and committee members, etc. 
• Screen calls; take and transmit messages; produce documents and reports; make appointments and maintain calendar; and establish and maintain departmental files such as confidential information and duplicate materials.
• Greet visitors, answer phones, check Park and Rec and Public Health’s voicemail, explain office procedures, and respond to questions within level of expertise and authorization while referring more complex issues to technical, professional, or management staff.
• Serve as back-up for payroll and accounts payable.
• Prepare mailings and routinely check and distribute mail left in the RRC mailbox and drop off and pick up mail at the Town Hall.
• Support program administrative, including notifying applicants with program updates, reminders, and printing out rosters.
• Assist with the preparation, updates, and distribution of board meeting packets of the Board of Health and Park and Recreation Commission.
• Assist with press releases, social media posts, and the updating of websites, as needed.
• Order and track office supply inventory, and perform other related duties as assigned

 

Requirements

 

The following requirements may be substituted by any equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities required to perform the job:

• Extensive technical or specialized training such as that which would be acquired by an Associates Degree or two years of technical or business school.
• One (1) to three (3) years of related experience.
• Knowledge of office administration, computer skills, basic bookkeeping, automated office systems, and procedures.

• Ability to handle frequent interruptions from phone calls and walk-ins.

• Ability to communicate clearly and concisely with others, both verbally and in writing with strong interpersonal and telephone skills.

Municipal experience is preferred but not required.

 

Supplemental Information

 

To apply, please submit your cover letter, resume, and application by clicking “Apply.” 

Applications will be accepted until 11:59 PM on May 8, 2025.

 

The Town of Needham is an Equal Opportunity Employer and is committed to fostering an inclusive and encouraging workplace. There shall be no discrimination on the basis of race, age, gender, national origin, disability, religion or belief, sexual orientation, marriage/civil partnership, pregnancy/maternity, veteran status, or any other protected class. We are an inclusive organization and actively promote equality of opportunity for all with the right mix of talent, skills, and potential. We welcome all applications from a wide range of candidates. Selection for roles will be based on individual merit alone.

The Town of Needham will endeavor to provide reasonable accommodation to a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation of our business. If you believe you require such assistance to complete this form or to participate in an interview, please contact us at [email protected].