NEW JOB OPPORTUNITY - Project Administrative Assistant - Public Facilities Department
Cathy Severance
EMPLOYMENT OPPORTUNITY
Town of Lexington
We are currently accepting applications for the full-time position of:
SEARCH REOPENED
Project Administrative Assistant
Department of Public Facilities
Anticipated starting salary range: $29.72 to $33.87 per hour
with excellent benefits
The REQUIRED Town of Lexington application must be received in the Town’s Human Resources Department. This position is open until filled with priority given to applications received by July 3, 2024.
GENERAL SUMMARY:
Under the general supervision of Department of Public Facilities (DPF) Office Manager, the Project Administrative Assistant will assist the DPF with project documentation, maintain the DPF webpage, and database management for the Town’s 20-year capital plan.
ESSENTIAL JOB FUNCTIONS:
- Collect, analyze, and interpret data related to the department's operations, including work orders, construction documents, maintain a database of all digital files for DPF projects, including the Town’s 20-year Capital Plan.
- Generate regular reports related to the Town’s 20-year Capital Plan and update all capital improvements within the plan as they occur
- Manage the Department’s webpage, including regular updates the Department’s public facing projects
- Create reports, analysis, and projections using data from various sources, including the 20-year capital plan and other department databases
- Identify trends and patterns in departmental data, and make recommendations to improve processes, increase efficiency, and reduce costs
- Ensure the Department is in compliance with record retention requests, policies, and procedures.
- Participate in Permanent Building Committee to collect minutes and distribute as needed
- Perform other similar or related duties as required or directed.
SUPERVISORY RESPONSIBILITY:
None.
TRAINING & EDUCATION
Education: High School diploma, Associates Degree preferred, or related field with a minimum of five years of professional work experience. Knowledge of Excel and pivot tables is required.
Training: Preference will be given to candidates with a background in project management, experience maintaining websites, Excel expertise, knowledge of Bluebeam, or other technology-based construction management software such as project scheduler, costing analysis, etc.
QUALIFICATIONS:
Knowledge of:
- Cutting edge software programs such as Microsoft Project
- Data analysis practices
- Mastery of Excel including the regular use of pivot tables
- Website maintenance
- Bluebeam software
- Record retention procedures
- Database management
Ability to:
- Work independently in the absence of supervision.
- Communicate clearly and concisely, both orally and in writing, and maintain effective working relationships.
- Effectively handle an environment which involves close contact with coworkers and the public.
WORKING CONDITIONS & PHYSICAL DEMANDS:
Work is performed in a normal office environment not subject to extremes of temperature, noise, odor, etc. Operates computer, printer, photocopier, fax machine, telephone, and other office equipment. Work requires extended periods of sitting, reaching, typing, and mousing, which requires eye-hand coordination and finger dexterity.
The Town of Lexington has a strong commitment to Diversity, Equity, and Inclusion and we are actively seeking candidates who bring new voices and lived experiences to our organization.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. 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.
*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
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.
The Town reserves the right to modify the application deadline, and/or accept applications after the deadline, to best serve the interest of the community.
After the deadline all applications will be reviewed and the most highly qualified candidates will be invited to one or more interviews. All applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.
Individuals who need accommodations in order to participate in this process should contact the Human Resources Department.
Questions regarding this hiring process should be addressed to the:
Human Resources Department
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
Karen Dell’Anno
Human Resources Assistant
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
Main HR line (781)698-4590
Direct (781)698-4595
Fax (781)861-2921
When writing or responding, please be aware that the Massachusetts Secretary of State has determined that most email is public record, and, therefore, may not be kept confidential.
When writing or responding, please be aware that the Massachusetts Secretary of State has determined that most email is a public record and, therefore, may not be kept confidential.