Administrative Assistant I

Job Description

JOB TITLE:                           ADMINISTRATIVE ASSISTANT I

DEPARTMENT:                   COUNCIL ON AGING

EMPLOYMENT TYPE:        FULL-TIME/NON-EXEMPT

UNION/NON-UNION:        NON-UNION

The City of Pittsfield's Council on Aging (COA) is currently seeking a qualified individual to fill the position of Administrative Assistant I. Under general supervision of the Executive Director, the incumbent is expected to assist with the administrative duties that include answering phones, client intake, record keeping, and correspondence.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service. 

RESPONSIBILITIES

• Assist in main office to include reception, secretarial, mail, supply orders, equipment maintenance & inventory, maintenance of program files & records, update databases, and COA materials.
• Oversee, train and delegate tasks to main office clerical volunteers.
• Coordinate the volunteer office tasks and volunteer work schedule.
• Maintain main office environment to be attractive & neat. Update calendars, general office lists, bulletin board and seasonal decorations.
• Provide daily check in calls to shut-in clients. Log obituaries and transportation information.
• Prepare and submit accurate billing reports for BRTA.
• Create and distribute attendance sheets for all activities.
• Attend webinars for “My Senior Center” database software.
• Keep track of volunteer hours for Senior Center and RSVP.
• Obtain and submit CORI request forms.
• Assist with other programs, parties, and recognition events as needed.
• Assist with Supportive Day activities when needed.
• Performs other duties as required or assigned. 

QUALIFICATIONS

• High school diploma or equivalent.
• Three to five years of directly related full time experience with office procedures & practices in a modern office setting.
• Experience working with senior citizen population preferred.
• Strong computer and internet skills, including Microsoft Office – experience with MUNIS software preferred.
• Ability to establish and maintain a cooperative working relationship with other employees and the public; must have strong interpersonal skills.

WORKING CONDITIONS

This is an office-based job in a dynamic municipal building. While performing the duties of the Administrative Assistant I, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City.

PHYSICAL REQUIREMENTS

Operates standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal building which may include flights of stairs. Lifts/moves objects weighing up to 10-20 pounds.

HOURS

Monday – Friday, 37.5 hours per week

8:00am – 4:00pm

SALARY

Starting rate $19.18 - $20.35 an hour

Annual increases up to $25.02 an hour

APPLICATION DEADLINE:  Thursday, June 18, 2026 @ 4:00pm

Company Description

Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.

Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. Minorities are encouraged to apply. We strongly encourage people of color, people with disabilities, LGBTQ+ community, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

Join us in our mission to build a stronger, more connected Pittsfield, where everyone has the opportunity to thrive.

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Retirement Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement