Andover Public Schools
Office Assistant - Department of Public Works
Andover Public Schools, Andover, Massachusetts, us, 05544
Under direction of the Department of Public Works Business Coordinator, perform accounts payable functions for all divisions within Public Works and Facilities, answer telephones, perform data entry and provide general administrative support for all divisions within Public Works and Facilities.
General Responsibilities
Process accounts payable for the Department of Public Works and Facilities Department. Check and verify packing slips against invoices, track partial payments, and maintain contracts. Document all activities; maintain related files.
Perform data entry in preparation for bill payment, record, and process purchase orders for the Department of Public Works and Facilities Department.
Provide administrative support to Public Works and Facilities Directors and Superintendents, including word processing, filing, arranging meetings, screening and routing telephone calls, emails, etc.
Assist in issuing work orders and purchasing authorization numbers.
Assist with processing accounts payable for Street Lighting division operating budget.
Customer Service
Answer telephone calls; resolve problems with residents, customers and vendors. Explain procedures and respond to questions within level of expertise and authorization, referring more complex issues to supervisor. Log, maintain, and coordinate requests from the public that pertain to the Department of Public Works.
Create, coordinate, and maintain public information and outreach media on platforms used to deliver information to the public, including but not limited to: the Town website, social media and other relevant online venues used to deliver information.
Perform related duties as required.
Skills, Knowledge and Abilities
Knowledge of standard office procedures, practices, forms and equipment
Knowledge of basic bookkeeping principles.
Ability to prepare routine correspondence and reports utilizing computerized office applications.
Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations.
Ability to learn and operate computer systems.
Ability to interact effectively and pleasantly with a wide variety of individuals, including customers, co-workers, outside professionals, and members of the public.
Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.
Ability to perform multiple tasks and deal effectively with interruptions.
Ability to perform detailed work accurately and with dispatch.
Ability to utilize and operate computerized information systems.
Knowledge of Municipal Uniform Information System (MUNIS) Software preferred.
Education and Experience Duties require high school diploma; knowledge of office administration, accounts payable processing, and automated office systems and procedures; specialized bookkeeping training; 2-3 years related experience; or any equivalent combination of education and experience.
SUPERVISORY RESPONSIBILITY None.
PHYSICAL ELEMENTS
Normal office environment, not subject to extremes in noise, temperature, odors, etc.
Intermittent moving around to assist customers or other staff members.
May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
Regular lifting and carrying of files, documents, records, etc.
FLSA Status: Non-exempt Grade: IE-12 Standard Work Week: part-time; days and hours to be determined Job Code: 6262 Risk code: 8810 The Town of Andover is an affirmative action/equal opportunity employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.
Town of Andover Classification Review
December 4, 1998; August 21, 2001; June 22, 2005 ; February 24, 2024; September 2025
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General Responsibilities
Process accounts payable for the Department of Public Works and Facilities Department. Check and verify packing slips against invoices, track partial payments, and maintain contracts. Document all activities; maintain related files.
Perform data entry in preparation for bill payment, record, and process purchase orders for the Department of Public Works and Facilities Department.
Provide administrative support to Public Works and Facilities Directors and Superintendents, including word processing, filing, arranging meetings, screening and routing telephone calls, emails, etc.
Assist in issuing work orders and purchasing authorization numbers.
Assist with processing accounts payable for Street Lighting division operating budget.
Customer Service
Answer telephone calls; resolve problems with residents, customers and vendors. Explain procedures and respond to questions within level of expertise and authorization, referring more complex issues to supervisor. Log, maintain, and coordinate requests from the public that pertain to the Department of Public Works.
Create, coordinate, and maintain public information and outreach media on platforms used to deliver information to the public, including but not limited to: the Town website, social media and other relevant online venues used to deliver information.
Perform related duties as required.
Skills, Knowledge and Abilities
Knowledge of standard office procedures, practices, forms and equipment
Knowledge of basic bookkeeping principles.
Ability to prepare routine correspondence and reports utilizing computerized office applications.
Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations.
Ability to learn and operate computer systems.
Ability to interact effectively and pleasantly with a wide variety of individuals, including customers, co-workers, outside professionals, and members of the public.
Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.
Ability to perform multiple tasks and deal effectively with interruptions.
Ability to perform detailed work accurately and with dispatch.
Ability to utilize and operate computerized information systems.
Knowledge of Municipal Uniform Information System (MUNIS) Software preferred.
Education and Experience Duties require high school diploma; knowledge of office administration, accounts payable processing, and automated office systems and procedures; specialized bookkeeping training; 2-3 years related experience; or any equivalent combination of education and experience.
SUPERVISORY RESPONSIBILITY None.
PHYSICAL ELEMENTS
Normal office environment, not subject to extremes in noise, temperature, odors, etc.
Intermittent moving around to assist customers or other staff members.
May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
Regular lifting and carrying of files, documents, records, etc.
FLSA Status: Non-exempt Grade: IE-12 Standard Work Week: part-time; days and hours to be determined Job Code: 6262 Risk code: 8810 The Town of Andover is an affirmative action/equal opportunity employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.
Town of Andover Classification Review
December 4, 1998; August 21, 2001; June 22, 2005 ; February 24, 2024; September 2025
#J-18808-Ljbffr