Administrative Assistant II

Job Description

JOB TITLE:                           ADMINISTRATIVE ASSISTANT II

DEPARTMENT:                   COUNCIL ON AGING

EMPLOYMENT TYPE:        FULL-TIME/NON-EXEMPT

UNION/NON-UNION:        NON-UNION

The Administrative Assistant II at the Senior Center is responsible for providing essential administrative support to ensure the smooth and efficient operation of the center. This role involves a combination of clerical, organizational, and interpersonal tasks to assist both staff and seniors in accessing services and programs. The Administrative Assistant plays a crucial role in maintaining a positive and welcoming environment for seniors, employees, and all visitors of the senior center. 

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

• Acts as liaison to other City departments, agencies, stakeholders, etc.
• Coordinates meetings, special functions, classes etc., in a manner so that no conflicts occur.
• Receives and distributes messages to all staff; draft and distribute internal and external communications.
• Assists with and supports all Senior Center programs, including the Supportive Day Program when needed.
• Keeps accurate records of employee accruals (vacation, sick, etc.)
• Provides information and referrals to clients, assists members of the public both in person and on the phone; manages inquiries about center programs, services, and upcoming events.
• Coordinates agency volunteers; coordinates and schedules appointments for clients.
• Creates and submits monthly reports to the Regional Transit Authority.
• Coordinates transportation with drivers in a cooperative manner; monitors CDL compliance for drivers, and performs the role of dispatcher for all transportation needs.
• Assists in the input of the “Friends” financial information; create financial and other relevant reports as needed.
• Performs other similar/related duties as assigned or required. 

QUALIFICATIONS

• High school diploma or equivalent.
• Two years of relevant full-time or equivalent part-time proven experience as an administrative assistant or similar role, working in a professional business setting.
• Applicants must have a thorough knowledge of the principles and techniques of office and administrative management, including office practices and knowledge of bookkeeping methods and principles, ability to plan, organize, and multi-task.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to develop effective office work procedures.
• Ability to understand and follow complex oral & written instructions.
• Ability to exercise judgment and discretion in applying and interpreting departmental policies and procedures.
• Ability to maintain professional working relationships with other employees and departments within the City.
• Requires strong communication skills to work effectively with a diverse population including employees, senior citizens, and other visitors to the Senior Center; exhibits empathy, patience, and compassion when working with seniors. 

WORKING CONDITIONS (The characteristics described here are representative of those that the employee encounters while performing the essential functions of this job.  Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

This is an office-based job in a dynamic municipal building.  While performing the duties of the Administrative Assistant II, 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 (The physical demands listed here are representative of those that must be met by the employee to successfully perform the essential functions of this job.  Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)

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, 35 hours per week. 8:00am – 3:30pm.

SALARY: $25.85 per hour

Annual increases up to $35.78 per hour

APPLICATION DEADLINE: Thursday, July 30, 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