Confidential Secretary to Commissioner of Public Works

Job Overview
We are seeking a highly organized and proactive Confidential Secretary to serve as a vital support to the Commissioner/Deputy (Deputy Commissioner) of Public Works. This dynamic role demands a professional who can manage complex, managerial-level administrative tasks with efficiency, maintaining confidentiality while facilitating seamless communication within the departments and the public. The ideal candidate will bring a positive attitude and exercise independent judgement with initiative.

Duties

• Acts as liaison between Commissioner/Deputy and the public via email, telephone and in-person, handling complaints, problems, and referrals in a confidential manner and following up to ensure issues are resolved
• Provides information to the general public regarding Highway, Parks, Water & Sewer Department operations
• Responds to departmental personnel issues in the absence of the Commissioner/Deputy
• Creates both routine and confidential correspondence for the Commissioner/Deputy
• Creates and utilizes spreadsheets and documents to prepare confidential information for and from the Commissioner/Deputy including, but not limited to, departmental personnel issues
• Organizes and maintains separate Public Works personnel files including, but not limited to, confidential drug and alcohol testing program files
• Collects and organizes data regarding various matters including, but not limited to, labor/management and other confidential issues for the Commissioner/Deputy
• Assists in the procurement of various DPW department items as needed
• Prepares inter-department and external billings
• Prepares inter-department and external fuel records and bills
• Creates and maintains filing systems; both physical and digital
• Enters data and generates reports from specialty public works software programs
• Assists and prepares DPW grants including, but not limited to, research, application, grant administration, and paperwork throughout the grant writing and execution process of the grant

Requirements

• Proven experience in office administration or secretarial roles, preferably within government or public sector environments
• Thorough knowledge of general terminology and procedures of public works department
• Strong computer literacy with proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced setting
• Ability to handle administrative details independently, including composition of confidential correspondence
• Demonstrated ability to handle confidential information discreetly while maintaining professionalism at all times
• Experience in calendar management, proofreading documents, filing systems, and office management practices
• Strong typing skills combined with time management abilities to meet deadlines efficiently

Minimum Qualifications

• Graduation from high school or possession of a high school equivalency diploma and two (2) years of clerical and customer service-related experience.

Join us in this rewarding role where your talents will directly support vital public works initiatives. Bring your energy, attention to detail, and dedication to service as you help keep our Town running smoothly!

Pay: $50,000.00 - $58,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person