Administrative Assistant II - Water Department

JOB TITLE: Administrative Assistant II Water Department

DEPARTMENT : PublicWorks-Water


LOCATION: DuxburyDPW Department

REPORTS TO: DPWDirector and Water & Sewer Superintendent

FLSA STATUS: Non-exempt, full-time, benefits eligible

POSITION GRADE: Personnel Policies, non-management,Grade3

PAY: Hiring range $25.48 -$28.18. Full FY27 range $25.48 - $34.39 effective 7/1/2026.

WORK SCHEDULE: Mon-Fri following Town Hall hours of operation, 37.5hours per week

POSITION AVAILABLE: Position available July 1, 2026

1. Nature of Work: The Administrative Assistant II provides administrative support to the DPW department by assuming primary responsibility for certain basic functions within the DPW office. The purpose of this position is to perform responsible and varied clerical, administrative, bookkeeping, and record keeping work of a difficult nature. Work involves typing letters, reports, and a variety of documents and forms, maintaining records systems, assisting the public, and carrying out various related information processes. The Administrative Assistant is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

2. Supervision Received: Works under the general supervision of the DPW Director and Water & Sewer Superintendent.


3. Confidentiality: Employee has regular access to confidential information of the department. Confidentiality must be maintained with regard to this information in accordance with Departmental Policy and the Public Records Act.

4. Accountability : Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town. Consequences or errors, missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

5. Judgment: Guidelines may be in the form of administrative or organizational policies, general principles, legislation, or directives that pertain to a specific department or functional area. Extensive judgment is required to develop new or adapt existing methods and approaches for accomplishing objectives, or to deal with new or unusual requirements within the limits of the guidelines or policies.


6. Complexity: The work consists of employing many different concepts, theories, principles, techniques, and practices relating to an administrative field. Assignments typically concern such matters as assessing services and recommending improvements.

7. Nature and Purpose of Public Contact: Employee interacts constantly with co-workers and the public. The employee deals with the public and other individuals regarding information pertaining to them in the Town's records. Excellent communication and customer service skills are required involving courtesy, tact, and diplomacy in resolving complaints or concerns of the public and in working with co-workers, State, and County agencies.

8. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

1. Manageswater meter reading program and produces final bills to collect revenue


2. Establishesnew DPW accounts.

3. Has dailycontact with general public.

4. Postsdepartment expenditures and transactions.

5. Preparesstatistical reports as assigned.

6. Receives checkpayments and transmits to tax collector.

7. Operatesall office machines and computers.

8. Preparesaccounts payable bills for submittal to accounting office.

9. Recordsall accounts payable transactions in appropriate ledgers for easy access bysupervisors.

10. Verifiesall accounts payable transactions.

11. Performsgeneral typing and clerical tasks.

12. Performsoffice work as required.

13. Usesconsiderable knowledge of the principles and practices of bookkeeping andcomputer applications.

14. Perform amultitude of various functions at one time.

15. Appliesconsiderable knowledge of office practice and procedure and principles ofoffice management.

16. Keepcomplex records and prepares periodic reports from same.

17. Usesability to maintain harmonious working relationships with other employees andthe general public.

18. Exercisesindependent judgment and makes required decisions.

19. Opens andprocesses mail; distributes reports, memos, and necessary information toappropriate persons.

20. Orderssupplies and equipment for the department as needed.

21. Providesrequired regular attendance and punctuality at the workplace.

22. As required,attends special meetings and works on special projects; performs similar orrelated work as required or as situation dictates

23. Has dailycontact with the general public, answers questions, and takes messages for allpublic works departments.

24. Files andretrieves folders.

25. Assistother office staff as needed.

26. Assistsin processing accounts payable and commitments to Town Treasurer.

27. Providesbackup for all payroll and personnel functions.

28. Schedulesemployment physicals.

29. Processesroad opening permits

30. Settlesdiscrepancies as they arise.

31. Composesand types correspondence, reports on minutes.

32. Issuestemporary passes to the transfer stations.

33. Issueshazardous waste day passes.

34. Purchasessupplies for DPW department.

35. Createsforms and documents for DPW function.

36. Providesadministrative assistance to all DPW departments.

37. Performssimilar or related work as required, directed, or as situation dictates.

9. Recommended Minimum Qualifications: High School education, including or supplemented by courses in typing, bookkeeping, business machines and secretarial sciences, and minimum of two years of experience in the performance of like duties or any equivalent combination of education, training, and experience. Valid Massachusetts Driver's License.

10. Knowledge Abilities and Skill

Knowledge: Knowledge of office procedures, practices, and terminology. Knowledge of the use of office and data processing equipment, business arithmetic, business English and spelling. Basic knowledge of bookkeeping techniques.


Abilities: Ability to maintain confidential information, compose correspondence and prepare, type, and proofread reports as to form and logic flow. Ability to communicate effectively and tactfully with the public, co-workers, other employees, departments, officials, and other agencies.

Skill: Excellent secretarial and administrative skills. Expertise and skill in utilizing personal computers and office application software packages. Excellent customer service skills.

11. Work Environment: The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours to attend evening meetings and to accomplish work assignments. Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the public. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment. Makes regular contacts with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, and correspondence. Has access to department-related confidential information. Errors could expose the Town to potential legal liabilities and/or could result in considerable confusion, delay, and adverse public relations; errors with bookkeeping or department procedures could result in significant confusion and delay or loss of services and monetary loss.


12. Occupational Risk: Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings.

13. Physical and Mental Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper generally up to 30 pounds. Minimal physical effort required in performing duties under typical office conditions. Ability to operate a keyboard at efficient speed and view computer screens for extended periods of time. Specific vision requirements include close vision and the ability to adjust focus. Ability to sit, stand, walk and hear. May be required to stand for long periods of time, when assisting the public at the window/counter.


14. Motor Skills: Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination. Examples include using a personal computer.

15. Visual Demands: Position requires the employee to constantly read documents and reports for understanding and analytical purposes.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Town of Duxbury is an EEO Employer - M/F/Disability/Protected Veteran Status