{"id":3174894,"url":"https://alion.io/job/massdevelopment-administrative-assistant","title":"Administrative Assistant","company":{"id":1827457,"name":"MassDevelopment","domain":"massdevelopment.com","url":"https://alion.io/company/massdevelopment","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"BambooHR","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Devens, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":36000,"max_usd":79000,"period":"year","method":"role_country_seniority_unknown","sample_n":11684},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-23T19:38:14Z","employer_posted_date":"2026-10-23","last_verified_at":"2026-10-27T18:29:07Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Who We Are:MassDevelopment, the state’s development finance agency and land bank, delivers financing solutions, real estate expertise, and other assistance to strengthen and grow the Massachusetts economy. We partner with businesses, nonprofits, developers, banks, and municipalities to help create jobs, build housing, and foster vibrant communities across the state. We value diverse perspectives, encourage innovation, and are committed to building a stronger Massachusetts.\nTheAdministrative Assistantto the Public Works Director and General Foremen performs a variety of administrative support functions essential to the effective and efficient operation of the Public Works Department. This position helps facilitate daily operations, supports departmental coordination, and ensures administrative processes are carried out accurately, efficiently, and in a timely manner. The ideal candidate is organized, detail-oriented, adaptable, and able to manage multiple priorities independently while maintaining confidentiality and fostering positive working relationships with staff, management, vendors, and the public.\nWhat You'll Do\nProvide administrative and operational support to the Director of Public Works and General Foremen, including coordinating schedules, meetings, special events, and departmental communications.\nCoordinate daily administrative needs across Public Works and Agency staff, ensuring requests, inquiries, and information are handled accurately and in a timely manner.\nManage customer service functions, including work order requests, animal registrations, accounts receivable, and responses to routine inquiries.\nCoordinate personnel-related documentation and requests with Human Resources, including timesheets, payroll inquiries, expense reports, educational reimbursements, vacation requests, overtime, and absences.\nPrepare, edit, and proofread correspondence, memoranda, reports, presentations, and other departmental documents, ensuring accuracy, clarity, and professional presentation.\nAssist with budget preparation, monthly encumbrance reporting, purchasing, and accounts payable activities.\nCoordinate procurement activities, including obtaining vendor quotes, comparing prices and specifications, preparing requisitions and purchase order requests, tracking orders, and working with Finance and suppliers to ensure timely completion of transactions.\nReview supplier invoices against bids and purchase orders, verify supporting documentation, and process bills for payment in accordance with established procedures.\nMaintain accurate purchasing, inventory, contract, financial, and other departmental records, including tracking inventory levels, shortages, pricing, and order information.\nSupport contract administration and maintain the integrity and confidentiality of the Request for Proposals (RFP) process.\nMaintain departmental calendars, contact databases, filing systems, records retention systems, and office information systems.\nMonitor fuel usage through fuel system software and maintain insurance records for Public Works vehicles, equipment, and other assets.\nCompile information from contracts, purchase orders, invoices, requisitions, and financial reports to support departmental operations and management decisions.\nAdvise management on budgetary matters, contract invoicing, and other issues related to assigned responsibilities,as well asadministrative or operational needs requiring attention.\nOperate vehicles as needed to support departmental responsibilities and perform other duties that contribute to the effective operation of Public Works.\nWhat We're Looking For\nHigh school diploma or equivalent, with at least five years of related experience and/or training, or an equivalent combination of education and experience.\nExceptional organizational skills, attention to detail, and the ability to prioritize tasks, manage competing demands, and meet deadlines in a fast-paced environment.\nStrong written and verbal communication skills, including the ability to prepare, edit, and proofread professional correspondence and reports with accuracy and grammatical proficiency.\nDemonstrated ability to maintain confidentiality and exercise sound independent judgment.\nBasic mathematical and analytical skills, including the ability to compile and summarize data, support budget preparation, and identify discrepancies.\nFamiliarity with payroll functions, timekeeping systems, purchasing processes, and work order management systems.\nProficiency in Microsoft Office and experience with purchasing, expense management, human resources, and work order software.\nExperience with Precoro purchasing system, BambooHR, Concur Solutions, Asset Essentials, or similar platforms is preferred.\nStrong interpersonal and customer service skills, with the ability to work collaboratively with staff, management, vendors, and the public.\nFlexibility and adaptability to changing priorities, work demands, and departmental needs.\nA valid Massachusetts driver’s license.\nNotary Public certification preferred.\nWhat We Offer\nComprehensive Benefits:Medical, dental, and vision insurance to support you and your family\nRetirement Readiness:Robust 401(a) and 457(b) plans with agency match\nGenerous Paid Leave:Vacation, sick time, personal days, and holidays\nInvestment in You:Tuition reimbursement, student loan assistance, and opportunities for continued learning\nWellness Support:Resources and programs to help you thrive personally and professionally\nIt is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. 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