Administrative Assistant (part time), Older Adult Services

Job Description

Primary purpose:
Under the general direction of the Deputy Director of Older Adult Services, the purpose of this position is to perform responsible and varied clerical and administrative work to support and enhance the efficiency of operations of the Department of Older Adult Services. Receives and directs all who are entering the Cooper Center. Prepares office correspondence, notes, notices, reports, and other documents, data entry/retrieval including using a wide variety of databases such as Munis, myseniorcenter and Excel.

Supervision:

Supervision Scope: Performs varied and responsible functions requiring a thorough knowledge of a specialty area of a department, and the exercise of judgment and initiative. Operates with a moderate level of independence over specified, standardized activity areas, and refers unusual or technical problems to supervisors for decision.

Supervision Received: Position reports to the Deputy Director Older Adult Services operating in accordance with applicable state and local laws and regulations, department policies and procedures, requiring the ability to plan and perform operations, and to independently complete assigned tasks according to a prescribed time schedule.

Supervision Given: none.

Job Environment:
Work is performed under typical office conditions, has interruptions during the day from inquiries by the general public, business organizations or contacts and other city personnel.

Operates computers, calculators, copier, telephone and all other standard office equipment.

Has contact with the general public, and may have contact with other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations and attorneys, etc. Communication is by means of telephone, personal discussion, and correspondence and involves discussing routine information requiring patience and courtesy.

Essential Functions:
(The essential functions or duties listed are intended only as illustrations of the various types 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 a logical assignment to the position.)

Receives and directs all who are entering the Cooper Center.

Answers and screens telephone calls, takes and/or relays messages; receives, sorts and distributes incoming mail and faxes. May prepare/sort/deliver outgoing/incoming mail.

Registers/makes appointments for the public for programs/services.

Enters data and creates reports using the myseniorcenter database.

Provides administrative support to Cooper Center staff as needed.

Follows and adheres to department, City and other government rules, regulations, policies and procedures.

May be required to act as backup to other department clerical functions.

May assist Executive Administrator with weekly bill processing and payroll in Munis software system.

Performs other related work as required and directed.

Minimum Entrance Qualifications:

Education, Training, and Experience:
High school or Associates degree (preferred) with three to five years of related experience and/or training or any equivalent combination of education and experience. Knowledge of clerical practices, database management, office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing. Knowledge of permit database programs is desirable. A strong commitment to public service required.

Knowledge, Ability and Skill:
Knowledge. Thorough knowledge of office practices and procedures, equipment and clerical techniques, including a variety of software applications. Some knowledge of bookkeeping practices.

Ability. Position requires ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed statistics, records and database. Ability to operate various types of office equipment. Ability to maintain confidentiality of information, where applicable. Ability to organize clerical and statistical records. Ability to deal tactfully and appropriately with the general public and City departments in an effective manner. Ability to interpret and follow departmental procedures and guidelines. Ability to be a strong team player.

Skills. Excellent administrative skills. Expertise and skill in using personal computers, word processing, database and spreadsheet applications. Excellent customer service skills. Skill in the operation of all the above listed tools and equipment. Performance Standard
Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(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.)

Company Description

THE CITY:


The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.



OUR GOVERNMENT:


Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C. Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.



AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing [email protected].

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

Benefits

This is a non-benefited position