Administrative Clerk

Job Description

JOB TITLE:                         ADMINISTRATIVE CLERK

DEPARTMENT:                   BUILDING MAINTENANCE

EMPLOYMENT TYPE:        FULL-TIME/NON-EXEMPT

UNION/NON-UNION:        SUPERVISORY AND PROFESSIONAL

Under general supervision of the Office Manager, the Administrative Clerk is responsible for assisting with routine and complex administrative functions to help ensure the office of building maintenance is operated in an efficient, professional, and productive manner. The Clerk shall provide customer service to the public and possess thorough knowledge of the department’s work methods and procedures. 

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

• Receive and greet the public. Answer questions; provide information in-person, via telephone, and through written request. Responds to questions/concerns elevated from clerical/administrative staff.
• Furnishes information to the public relative to the rules, laws and ordinance governing the rentals of public buildings.     
• Opens, sorts, and distributes mail.
• Composes and updates routine correspondence for signatures by Department Head and others as needed; Prepares rental form letters and agreements
• Assists in the tracking of Department blanket accounts; Processes invoices billed to and by the department.
• Assists in maintaining and tracking budget accounts throughout year.
• Assist with the close out and re-opening of fiscal year end procedures.
• Receives, generates and dispatches work request to the proper trades’ workers and vendors.
• Operates all office equipment (i.e. computers, photocopier, etc.)
• Assists in arranging the rentals of public school buildings and Controy Pavilion/parks and collects fees where applicable.
• Assists in ordering all janitorial supplies and inventory tracking for BMD Office, City Hall and Lichtenstein Center.
• Assists in unloading UPS/FedEx deliveries, and inventorying all parts/materials.
• Serves as department’s fleet coordinator, in charge of all vehicle keys, inspections and repairs
• Responsible for leading all Building/School/Park Inspections and reporting/coordinating all repairs
• Schedules hood cleaning inspections semi-annually in schools and parks
• Schedules and coordinates all fire extinguisher inspections in all City Buildings/Schools
• Responsible for creating and distributing annual inspection binders containing each building/school with its individual detailed proof of all required inspections and valid certificates of occupancy.
• Creates and Assigns Accela Workorders
• Records the employees daily work order time sheets in the Accela system and the Accela employee hours file.
• Records all packing slips from purchases and record in Accela and in the budget operating files.
• Validates the work order has been done and completes in Accela.
• Scans all employee daily time sheets and work orders and saves them in the S Drive.
• Scans all time off and overtime slips to the Office Manager and delivers them to the Office Manager.
• Perform administrative duties in the absence of the Office Manager or when directed to by administration.
• Performs other duties as required or assigned.

QUALIFICATIONS

Experience/Education:

• High school diploma or equivalent
• Minimum of one - three years’ relative work experience in a fast-paced, dynamic office setting.
• Experience with general accounting practices and procedures preferred for position
• Equivalent combination of education and experience shall be considered for the position.

Knowledge/Skills/Abilities:

• Ability to operate modern office equipment; Knowledge of general office practices procedures, business English, spelling and arithmetic.
• Ability to perform complex and arithmetical computation.
• Familiarity with the rules, regulations, ordinances and laws governing the department served.
• Computer experience in Microsoft Office programming, other relative computer software programs such as MUNIS.
• Ability to carry out routine administrative details independently.
• Establish and maintain cooperative working relationships with other employees and the public.

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.)

While performing the duties of the Administrative Clerk, 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. Incumbent may incidentally be required to work after-hour for snow removal operations.

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.)

This is an office-based job in a dynamic municipal building.  While performing the duties of the Administrative Clerk, 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; operate standard office equipment including computers and keyboards, at efficient speed. This position requires a moderate amount of walking, standing, sitting and climbing stairs. Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing and pulling of objects. The position requires lifting and moving objects weighting up to 20 pounds on a frequent basis, and over 20 pounds on occasion.

HOURS: Monday – Friday, 40 hours per week. 

7:00am – 3:30pm.

SALARY: $25.10 per hour

Annual increases up to $35.78 per hour

APPLICATION DEADLINE: Wednesday, July 15, 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