Administrative Assistant - Department of Public Utilities

Job Description

JOB TITLE:                           ADMINISTRATIVE ASSISTANT

DEPARTMENT:                  DEPARTMENT OF PUBLIC UTILITIES

EMPLOYMENT TYPE:        FULL-TIME/NON-EXEMPT

UNION/NON-UNION:        SUPERVISORY AND PROFESSIONAL UNION

Provides comprehensive administrative and clerical support to the Department of Public Utilities. Ensures efficient office operations, accurate recordkeeping, and exceptional customer service to residents, contractors, and internal departments. Requires strong organizational skills, attention to detail, and ability to manage multiple priorities in a dynamic municipal environment.

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. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, 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. 

RESPONSIBILITIES

• Serves as a confidential assistant to the department head.
• Organizes office functions including file management, payroll assistance, purchasing, petty cash handling, and permit/license deposits.
• Prepares fiscal, statistical, and progress reports; assists with budget requests.
• Updates and maintains department website content.
• Answers and routes calls related to trash/recycling, parking, water/sewer billing, and engineering inquiries.
• Acts as liaison with the public, other city departments, and outside agencies.
• Assists residents with permit applications through the Permiteyes system and provides GIS maps upon request.
• Tracks and processes billing for parking accounts, sewer, septage, fuel use, and bulky waste programs.
• Reconciles and deposits fees collected through online systems and in-office transactions.
• Assembles and submits monthly diesel fuel tax information to the State.
• Enters work orders for Highway, Traffic, Water/Sewer, and other divisions.
• Registers residents for Household Hazardous Waste drop-off days and assists with special projects.
• Maintains accurate records for trash/recycling programs, including extra toter billing and coordination with vendors.
• Tracks capital account funds and processes invoices for engineering projects.
• Maintains records for Chapter 90 and other grants to ensure reimbursement for city projects.
• Ensures contractors provide required liability insurance and road bond documentation.
• Sends reminders for annual permit renewals (septage, industrial waste).
• Assists contractors in locating water/sewer lines using engineering files.
• Fills in for Office Manager or Water Administrative Assistant during absences.
• Handles certified mailings and other correspondence for the department.
• Performs all other duties as assigned.

QUALIFICATIONS

• Holds a High School diploma or equivalent; additional coursework in office administration preferred.
• Possesses minimum two years of experience in office administration in a modern office setting.
• Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook); uses spreadsheets, databases, and performs mail merges.
• Exhibits strong organizational, planning, and prioritization skills; works independently and meets deadlines.
• Communicates effectively and interacts with diverse populations.
• Applies knowledge of bookkeeping, billing, and municipal processes preferred.

WORKING CONDITIONS (The characteristics described here are representative of those that the employee encounters while performing the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

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(The physical demands listed here are representative of those that must be met by the employee to successfully perform the essential functions of this job.  Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

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, 7:30AM – 4:00PM

40 hours per week

SALARY

Starting rate $18.93 - $20.08 per hour

Annual increases up to $27.80 per hour

APPLICATION DEADLINE:

Monday, April 6, 2026 @ 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.

Join us in our mission to build a stronger, more connected Pittsfield, where everyone has the opportunity to thrive.

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Retirement Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement