Administrative Assistant - Highway Dept.

Job Description

Job Description

Administrative Assistant
Brookline DPW - Highway Division
Salary: $30.06 hourly

Are you highly organized, detail-oriented, and skilled at managing busy, customer-focused office operations? The Town of Brookline’s Department of Public Works is seeking a motivated Administrative Assistant to support the Highway, Sanitation, and Automotive Maintenance Divisions. In this vital role, you will help keep essential public services running smoothly by coordinating daily office functions, supporting field operations, and serving as a key point of contact for residents and staff.

As the Administrative Assistant, you will handle a wide range of responsibilities, including processing service requests, dispatching calls to supervisors, preparing payroll and purchase orders, maintaining permit and attendance databases, and creating reports. You will also provide critical administrative assistance during weather-related emergencies, ensuring timely communication and accurate recordkeeping during high-demand periods.

Why Join Us?

As part of the Public Works team, you’ll play an important role in supporting the essential services that keep our community safe, clean, and running efficiently. We offer a competitive hourly rate of $30.06 – $31.33 , along with vacation and sick time, public holidays, personal days, and excellent health and retirement benefits. This position provides an opportunity to build valuable experience in municipal operations while working alongside dedicated professionals committed to public service.

Key Responsibilities:

• Oversee day-to-day office administration and coordinate work of office staff
• Answer and screen incoming calls; review and distribute voice messages; process resident service requests; dispatch radio calls to supervisory staff
• Sort and distribute mail
• Maintain daily attendance records, overtime logs, permit databases, and waste hauler permits
• Prepare requisitions and purchase orders; maintain supply inventory; track balances for open purchase orders
• Prepare monthly fuel distribution reports
• Process payroll for Highway, Sanitation, and Automotive Maintenance employees; complete accident and workers’ compensation forms; maintain leave records and associated reports
• Provide administrative support during weather-related emergencies
• Draft correspondence for division leadership; schedule meetings at the Municipal Service Center and coordinate meeting room setup
• Perform related duties as required

Qualifications:

High school diploma, with an Associate’s degree preferred, and at least three years of office experience, ideally within a municipal setting; or an equivalent combination of education and experience.

Candidates should have strong knowledge of office practices, basic bookkeeping or accounting procedures, and an understanding of the division’s operations and services. The role requires the ability to work independently, manage time effectively, and complete tasks with accuracy and attention to detail. Strong verbal and written communication skills, the ability to read maps, and proficiency with computer applications including word processing, spreadsheets, and graphic software are essential. Candidates should also demonstrate strong interpersonal, organizational, typing, and general office skills.

How to Apply: Please apply with your resume and cover letter for priority consideration by April 30, 2026