Youth & Family Services Administrative Assistant

Youth & Family Services Administrative Assistant The Town of Westwood seeks a welcoming, team-focused individual to assume the 20-hour-per-week position of Youth & Family Services (Y&FS) Administrative Assistant. The successful candidate will be proficient in carrying out clerical, administrative, financial, and communications duties to support the day-to-day operations of the Y&FS Department. The position requires exceptional organizational skills, sound judgment, discretion, and the ability to handle highly confidential and sensitive information with professionalism and compassion. Responsibilities Welcomes visitors to Y&FS and serves as the first point of contact for residents, helping to create an environment of trust, respect, and confidentiality. Prepares correspondence, reports, spreadsheets, databases, and other documents; processes purchase requisitions and invoices for payment; screens phone calls, emails, and incoming mail. Assists with department programs and giving initiatives, including the Holiday Giving Program and other special projects. Assists with department communications and outreach efforts, including creating flyers, promotional materials, website updates, and content for departmental newsletters and publications using Canva and other communication tools. Compiles statistics and prepares reports for use in the Annual Town Report, grant applications, grant reporting requirements, and other departmental reporting needs. Prepares materials for special projects, programs, and initiatives offered by the department. Documents cash receipts and submits them to the Town Treasurer. Maintains filing systems, including confidential and sensitive treatment and assessment records. Prepares monthly agendas for the Y&FS Advisory Board; posts meeting materials on the Town website; distributes informational packets to Board members; attends approximately one evening meeting per month; records, transcribes, and distributes meeting minutes. Prepares and submits department payroll; prepares contracts for department consultants and tracks timely receipt of hours for payment. Monitors expense, grant, and other departmental budgets; compiles budget information and prepares reports to assist in the development of the department budget and Annual Town Report. Assists with providing information, support, and training on departmental procedures to interns, volunteers, and new Advisory Board members. Qualifications and Experience Associate's degree in business administration, human services, or a related field; bachelor's degree preferred. A minimum of three years of progressively responsible administrative support experience, preferably involving financial recordkeeping, customer service, or human services administration. Experience in a municipal setting and customer service is strongly preferred. Experience in human services, youth-serving organizations, or community-based programs is a plus. Ability to deal tactfully, patiently, and appropriately with clients while maintaining strict confidentiality. Ability to remain calm, focused, and effective while managing multiple priorities. Ability to react quickly and with composure in urgent situations. Excellent customer service, communication, and public relations skills. Reliability, discretion, and sound judgment are essential. Benefits Competitive Compensation and Benefits: Salary range of $30.03 - $38.34 per hour, depending on qualifications. Robust benefits package including health, retirement, and other employee supports. Flexibility and Balance: Benefit-eligible 20-hour-per-week position with a predictable part-time schedule, generous paid time off, and a strong organizational commitment to work-life integration. Meaningful Work: Help support programs and services that strengthen youth, families, and older adults in the Westwood community. Whole-Person Focus: At all levels of the organization, we value and support the full well-being of our employees, not just the work they produce. Collaborative Culture: Work alongside a supportive, team-oriented staff with opportunities to contribute to cross-departmental initiatives and tackle complex community challenges together. #J-18808-Ljbffr Town of Westwood