STAFF ASSISTANT I
DEPARTMENT OF PUBLIC WORKS & PARKS
CITY OF WORCESTER
The City of Worcester seeks qualified applicants for a Staff Assistant I position for the Administration and Finance Division within the Department of Public Works & Parks. Under the direction of the Coordinator of Administration and Finance, the Staff Assistant I will perform a range of general administrative and accounting services in support of various management positions within the department. The position will assist with finance and payroll functions including recordkeeping, procurement and processing payments. The work consists of a variety of duties which generally follow established standardized operating practices, regulations, or guidelines.
Bilingual and multilingual applicants are encouraged to apply.
ESSENTIAL FUNCTIONS:
ESSENTIAL ELEMENTS:
- Provide administration and financial support to management
- Process financial transactions and recordkeeping including procurement activities, such as encumbering purchase orders, processing accounts payable, and payroll
- Process paperwork to initiate payments for capital projects
- Assist with monitoring capital finances, borrowing and transfers
- Assist with grant oversight such as prepare and monitor programs and submit reimbursements for various State and Federal grants using appropriate internal and external systems
- Revenue processing, record keeping, and analysis
- Prepare revenue deposit packages
- Prepare various other deposit packages as needed
- Update revenue and expenditure reports as required
SECONDARY ELEMENTS:
- Perform customer service in person or via email and direct them to the appropriate person or take detailed messages
- Assist with the preparation and tracking of bid and contract documents
- Assist with preparation and review of various correspondence
- Prepare reports related to the tracking of division activities and actions
- Update detailed revenue and expenditure reports for all Department of Public Works and Parks Divisions including Capital projects
- Schedule meetings and prepare agendas
- Organize events for the public and employees
- Responsible for filing and sorting of papers and documents; prepare correspondence, upkeep of office files, etc.
- Other duties as assigned
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of accounting, office database software to track, monitor, and reconcile revenues and expenditures
- Knowledge of the common principles and practices of accounting
- Computer proficiency, including Microsoft office Suite
- Advanced analytical skills
- Proficient business mathematical skills
- Proficient recordkeeping and organizational skills
- Proficient customer service skills and ability to interact with members of the public,
- Proficient written and verbal communication skills
- Ability to work independently and as part of a team
- Ability to perform and prioritize multiple tasks in a detailed and timely manner
- Ability to drive to off-site locations for time sensitive processes
- Ability to multi-task, perform, and complete a variety of financial and personnel processes with competing priorities in a detailed and timely manner
- Ability to maintain confidentiality
- Ability to establish and maintain effective working relationships with diverse populations, organizations, and interests
MINIMUM REQUIREMENTS:
- High School diploma or equivalent
- Three (3) years of related work experience in an office environment performing financial processes, analysis, document management, and/or personnel related functions
- Proficiency with Microsoft Office (Excel) to analyze and reconcile financial data, and other data sets
PREFERRED QUALIFICATIONS:
- Associate’s Degree in business, accounting, public administration, communications, or other related discipline
- Three (3) years of experience managing accounts payable
- Three (3) years of experience with processing and/or managing payroll
- Two (2) years of experience with ordering and managing inventory and receipts
- Two (2) Years of experience generating and reviewing reconciliations
- One (1) year of experience reconciling utility billings at a utility company, municipality, or related industry
- Two (2) years of experience preparing professional communications
SALARY RANGE: $26.02 - $31.38 hourly, full-time, with an excellent benefits package.
To apply, please visit: www.worcesterma.gov/employment or send resume and cover letter on or before FRIDAY, NOVEMBER 1, 2024 to: City of Worcester, 455 Main Street, Room 109, Worcester, MA 01608. Preference is given to Worcester residents. The City of Worcester is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply. Direct inquiries to: City Hall, Human Resources, Room 109, 508-799-1030, HR@worcesterma.gov.
