The City of Watertown seeks a qualified candidate for the Assistant Director for Administrative and Finance at the Public Buildings Department. Under the general direction of the Director of Public Building, this position is responsible for hands-on operations and administrative support to the Director of Public Buildings.  Position may need flexibility on hours during peak operating periods. Manage the “front side” of public buildings repairs and maintenance and work order software system – creating and posting activities to the software and updates for the web site, helping end users set up work order requester access, change passwords, and related tasks. Be the primary point of contact for building maintenance requests for both internal and external parties. Process invoices, create requisitions and purchase orders, and manage accounts payable, keeping all vendor accounts current and resolve any past due accounts. Produce financial reports to assist in the oversight of the departmental budgets. Assist with the development and submission of annual reports. Support other Public Buildings staff during periods of high demand, to cover absences or for special projects including but not limited to:  Verify Accounts Payable and other registers or edit lists for accuracy; Prepare specifications and bid documents in coordination with Public Buildings and Procurement staff.  Prepare documents, including analyses to support union contract negotiations, proposals, and grievance procedures, which may include creating and inserting graphs, tables and graphics, and paginating significant sized documents.  Prepare PowerPoint and other presentations. Track Professional Development and certifications of Public Buildings staff; Keep Director’s calendar, arrange meetings, type and proof documents, order supplies, maintain copier, enter work orders for maintenance and custodial staff and other routine administrative support tasks. Any other duties or tasks as may be assigned by the Director.

Knowledge, Skills & Ability: Knowledge in the Microsoft Office suites. Knowledge of the MUNIS system. Work Order systems and exposure to HVAC Controls. Excellent written and oral English communication skills. Thorough knowledge of standard office procedures and practices. Ability to recognize and resolve problems with minimal administrative intervention. Accuracy and attention to detail. Strong analytical ability. Ability to work collaboratively in a team environment. Ability to work in a confidential environment and includes coordination of building maintenance and improvement projects along with introductory level budget, finance, accounting, or bookkeeping work. 

Required Minimum Qualifications: Bachelor’s degree in Business, Management, Accounting, or related or Masters’ degree preferred, but not required; in lieu of education, ten years of experience as an Administrative Assistant or Office Manager in the public/private sector. Massachusetts Procurement certification or ability to attain certification within two years of hire, City will pay course expenses.

SALARY: $77,380.12 – $82,128/Annually, plus excellent benefits

To Apply: Candidates must submit a resume and/or cover letter, email to recruiting@watertown-ma.gov, fax: 1-617-923-8195, to be considered. We encourage applicants to review our other opportunities at https://watertown-ma.gov/253/City-Employment-Opportunities

Application deadline: Open until filled.
 
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER