Department Administrator - Department of Public Works (DPW)

The Department of Public Works (DPW) Administrator provides payroll and administrative support to the Department of Public Works, which includes the Water & Sewer, Highway, Tree & Park, and Fleet Maintenance divisions.

Working under the direction of the DPW Office Manager and DPW Director, the DPW Administrator is responsible for the accurate and timely preparation, review, and submission of departmental payroll, along with coordinating administrative functions and providing customer service to department employees, other Town departments, residents, and the Board of Water and Sewer Commissioners.

Prepare, review, verify, and submit departmental payroll accurately and within established deadlines. Maintain and reconcile departmental payroll and salary records, including reconciling salary accounts with MUNIS financial reports and tracking payroll expenditures associated with specialized reimbursement programs, revolving funds, and other applicable funding sources.

Calculate, track, and reconcile employee leave balances, stipends, clothing allowances, and other applicable benefits in accordance with collective bargaining agreements (CBAs), personnel policies, and established procedures. 

Provides assistance in maintaining employee leave records and assist with the documentation and administration of absences, including workers’ compensation, medical leave, and other applicable leave programs, in coordination with Human Resources. Assist employees with payroll-related inquiries and questions regarding applicable union and non-union employment provisions.

Monitor employee licenses, certifications, and required medical certification renewals, including commercial driver's licenses (CDL), hoisting and pesticide licenses, and other applicable credentials. Coordinate renewal documentation, appointments, and related administrative requirements.

Provide administrative support to the DPW Office Manager, DPW Director, and division supervisors, including preparing correspondence, processing departmental invoices through the MUNIS accounting system, and performing general office functions.

Respond to telephone calls, inquiries, and in-person requests from employees, residents, and other parties; receive, document, and route comments, concerns, and service requests to the appropriate DPW division, providing professional and responsive customer service.

Coordinate employee training, registration, and continuing education, including tracking applicable deadlines and maintaining related records.

Schedule appointments for inspections, water meter installations, and other departmental services, coordinating with appropriate staff and divisions.

Prepare and coordinate legal notices, public announcements, advertisements, and other departmental communications for publication.

Provide administrative support to the Board of Water and Sewer Commissioners, including coordinating meetings, preparing agendas and meeting notices, conducting research, responding to Board-related inquiries, and coordinating with consultants and committees.

Perform other related administrative duties across DPW divisions as assigned by the DPW Office Manager or DPW Director.

Associate's degree preferred; one to three years of progressively responsible office, administrative, or business experience; municipal government and payroll processing experience preferred, including experience with computerized payroll and financial systems, particularly MUNIS; or any equivalent combination of education and experience.

Works under the general direction of the DPW Office Manager and DPW Director.

Work is performed primarily in an office environment with moderate noise levels and frequent interruptions. Work is subject to seasonal fluctuations, competing priorities, and time-sensitive payroll and administrative deadlines. Regular and reliable attendance is an essential requirement of this position, particularly given the time-sensitive nature of departmental payroll processing and the need to ensure payroll is prepared, reviewed, and submitted accurately and within established deadlines. The work schedule includes one evening per week. Operates standard office equipment and computerized payroll, financial, and administrative systems.

Has frequent interaction with Town employees, department heads, residents, vendors, contractors, consultants, and other outside parties. Communication occurs in person, by telephone, and electronically and involves the exchange of payroll, financial, personnel, operational, and general departmental information. Interactions require professionalism, discretion, confidentiality, respect, patience, and courtesy.

Employee is regularly required to sit, stand, walk, speak, and hear; use hands to handle and operate standard office equipment; and reach with hands and arms to retrieve files, documents, and other office materials. Employee may occasionally be required to stoop, bend, and lift or move objects weighing up to 30 pounds. Vision and hearing at or correctable to normal ranges. Position requires the ability to read documents, operate a computer, communicate effectively, and perform the essential functions of the position, with or without reasonable accommodation.