City of Pittsfield
Join to apply for the Administrative Assistant role at City of Pittsfield
This range is provided by City of Pittsfield. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $20.08/hr - $27.80/hr
Job Description Job Title Administrative Assistant
Department Department of Community Development and Department of Information Technology
Employment Type Full-time, non-exempt
Union Status Supervisory and Professional Union
Responsibilities Community Development
Serve as first point of contact for the department; greet the public and answer phones. Opens the daily mail and deliver to staff.
Performs accounts payable processes including tracking expenditures against budgets, processing invoices, distributing and mailing treasurer's checks, and maintaining spreadsheet(s) of all accounts.
Responsible for processing requisition requests through the MUNIS system and tracking subsequent purchase orders and vouchers.
Prepares payroll and maintains accurate records of employee time, attendance, and accruals; Conducts regular audits of leave balances and ensures compliance with city, state, and federal reporting requirements related to payroll.
Performs fiscal & accounting operations including CDBG administrative tracking for HUD IDIS drawdowns.
Maintains internal DCD personnel records and preparation of departmental file maintenance sheets.
Purchases office supplies & equipment including maintaining the department's equipment inventory.
Assists with the administration of the Human Services Advisory Council's human service grant program by preparing board packages, setting up meetings, attending meetings, preparing meeting minutes, and setting up and maintaining project files for human service grant sub-recipients.
Serves as the clerk for the City's Parks Commission by preparing agendas and board packages, attending meetings, and preparing minutes.
Assists in the processing of Special Event applications.
Provides general administrative and clerical support to all DCD staff.
Receives housing rehabilitation and economic development loan payments and records all cash payments.
Prepares fiscal, statistical and progress reports as needed.
Performs other duties as required.
Information Technology
Performs accounts payable processes including tracking expenditures against budgets, processing invoices, and maintaining spreadsheet(s) of all accounts.
Responsible for processing department requisition requests through the MUNIS system and tracking subsequent purchase orders and vouchers.
Purchases office supplies & equipment including maintaining the department's equipment inventory.
Provides administrative support for IT projects and internal communications
Coordinate the IT department calendar, including scheduling internal meetings and assisting with logistics for meetings involving external vendors and service providers.
Record and maintain meeting minutes for IT staff meetings, ensuring timely distribution and proper documentation of key decisions and action items.
Maintains internal department records and preparation of departmental file maintenance sheets.
Maintains accurate records of employee time, attendance, and accruals; Conducts regular audits of leave balances
Performs other duties as required.
Qualifications
High school diploma or equivalent required, Associate's degree is preferred.
Three (3) to five (5) years of progressively responsible experience as an administrative assistant or clerk, in a fast-paced, dynamic office setting with frequent interruption. Previous experience in a municipal setting is preferred.
Proficient computer & internet skills required; Proficient in Microsoft Office programs especially Word, Excel, and Outlook. Familiarity with MUNIS software a plus.
Strong organizational, written, and communication skills.
Ability to manage multiple tasks in a fast-paced environment with frequent interruptions
Proficient skill in taking and transcribing minutes.
Exceptional customer service skills with the ability to interact professionally, courteously, and effectively with the public, vendors, elected officials, and staff.
Bilingual candidates are encouraged to apply.
Working Conditions This is an office-based job in a dynamic municipal building. While performing the duties of the Administrative Assistant, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City.
Physical Requirements Operates standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal building which may include flights of stairs. Lifts/moves objects weighing up to 10-20 pounds.
Hours Monday – Friday, 8:30AM – 4:00PM
35 Hours per week
Salary Starting rate $18.93 - $20.08 an hour
Annual increases up to - $27.80 an hour
Application Deadline Thursday, October 30, 2025 @ 4:00PM.
Company Description Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.
Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.
We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. Minorities are encouraged to apply. We strongly encourage people of color, people with disabilities, LGBTQ+ community, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.
Benefits
Health Insurance
Dental Insurance
Life Insurance
Retirement Savings Plan
Up to 14 paid Holidays
Personal Days
Vacation Time
Earned Sick LeaveEmployee Assistance Program
Tuition Reimbursement
Referrals increase your chances of interviewing at City of Pittsfield by 2x
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This range is provided by City of Pittsfield. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $20.08/hr - $27.80/hr
Job Description Job Title Administrative Assistant
Department Department of Community Development and Department of Information Technology
Employment Type Full-time, non-exempt
Union Status Supervisory and Professional Union
Responsibilities Community Development
Serve as first point of contact for the department; greet the public and answer phones. Opens the daily mail and deliver to staff.
Performs accounts payable processes including tracking expenditures against budgets, processing invoices, distributing and mailing treasurer's checks, and maintaining spreadsheet(s) of all accounts.
Responsible for processing requisition requests through the MUNIS system and tracking subsequent purchase orders and vouchers.
Prepares payroll and maintains accurate records of employee time, attendance, and accruals; Conducts regular audits of leave balances and ensures compliance with city, state, and federal reporting requirements related to payroll.
Performs fiscal & accounting operations including CDBG administrative tracking for HUD IDIS drawdowns.
Maintains internal DCD personnel records and preparation of departmental file maintenance sheets.
Purchases office supplies & equipment including maintaining the department's equipment inventory.
Assists with the administration of the Human Services Advisory Council's human service grant program by preparing board packages, setting up meetings, attending meetings, preparing meeting minutes, and setting up and maintaining project files for human service grant sub-recipients.
Serves as the clerk for the City's Parks Commission by preparing agendas and board packages, attending meetings, and preparing minutes.
Assists in the processing of Special Event applications.
Provides general administrative and clerical support to all DCD staff.
Receives housing rehabilitation and economic development loan payments and records all cash payments.
Prepares fiscal, statistical and progress reports as needed.
Performs other duties as required.
Information Technology
Performs accounts payable processes including tracking expenditures against budgets, processing invoices, and maintaining spreadsheet(s) of all accounts.
Responsible for processing department requisition requests through the MUNIS system and tracking subsequent purchase orders and vouchers.
Purchases office supplies & equipment including maintaining the department's equipment inventory.
Provides administrative support for IT projects and internal communications
Coordinate the IT department calendar, including scheduling internal meetings and assisting with logistics for meetings involving external vendors and service providers.
Record and maintain meeting minutes for IT staff meetings, ensuring timely distribution and proper documentation of key decisions and action items.
Maintains internal department records and preparation of departmental file maintenance sheets.
Maintains accurate records of employee time, attendance, and accruals; Conducts regular audits of leave balances
Performs other duties as required.
Qualifications
High school diploma or equivalent required, Associate's degree is preferred.
Three (3) to five (5) years of progressively responsible experience as an administrative assistant or clerk, in a fast-paced, dynamic office setting with frequent interruption. Previous experience in a municipal setting is preferred.
Proficient computer & internet skills required; Proficient in Microsoft Office programs especially Word, Excel, and Outlook. Familiarity with MUNIS software a plus.
Strong organizational, written, and communication skills.
Ability to manage multiple tasks in a fast-paced environment with frequent interruptions
Proficient skill in taking and transcribing minutes.
Exceptional customer service skills with the ability to interact professionally, courteously, and effectively with the public, vendors, elected officials, and staff.
Bilingual candidates are encouraged to apply.
Working Conditions This is an office-based job in a dynamic municipal building. While performing the duties of the Administrative Assistant, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City.
Physical Requirements Operates standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal building which may include flights of stairs. Lifts/moves objects weighing up to 10-20 pounds.
Hours Monday – Friday, 8:30AM – 4:00PM
35 Hours per week
Salary Starting rate $18.93 - $20.08 an hour
Annual increases up to - $27.80 an hour
Application Deadline Thursday, October 30, 2025 @ 4:00PM.
Company Description Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.
Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.
We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. Minorities are encouraged to apply. We strongly encourage people of color, people with disabilities, LGBTQ+ community, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.
Benefits
Health Insurance
Dental Insurance
Life Insurance
Retirement Savings Plan
Up to 14 paid Holidays
Personal Days
Vacation Time
Earned Sick LeaveEmployee Assistance Program
Tuition Reimbursement
Referrals increase your chances of interviewing at City of Pittsfield by 2x
#J-18808-Ljbffr