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Administrative Specialist, Office of the Town Manager, Needham, MA


The Town of Needham is seeking a highly motivated individual to fill the full-time position of Administrative Specialist – Office of the Town Manager and Select Board.

Under the general supervision of the Support Services Manager, the Administrative Specialist will perform specialized administrative duties in support of the Office of the Town Manager and Select Board. These duties will include managing Select Board and Town Manager-approved licensing and permitting; leading office billing and payment processes; overseeing the rental of indoor and outdoor event spaces under the Town Manager and Select Board’s jurisdiction; assisting in the development, review, and publication of Select Board agendas and minutes; assisting in the resolution of resident concerns; and aiding the Town Manager in other duties as assigned. 

A successful candidate will have strong attention to detail, ability to work independently, willingness to think creatively to identify process improvements, multitasking capability, and self-motivation. This position is a perfect entry level opportunity for those interested in a career in local government management, or as a position for current local government professionals who want to expand into a high-profile, high-reward opportunity.

CON #23123

Resumes will be reviewed after Thursday, March 23, 2023.

Check out our new Recruiting Video and hear from Town employees about what it’s like to work for the Town of Needham! We also have many other opportunities throughout the organization, all which can be found and applied to on our Careers Page.

Duties and Responsibilities

  • Oversees and carries out issuance and renewal of licenses and permits under the jurisdiction of the Select Board and Town Manager
  • Liaison between applicants and Town Departments to secure approvals for special events, licenses, and permits
  • Prepares and processes payment invoices, including coding of expense categories for Select Board, Office of the Town Manager, Human Resources, Legal Services, Town Meeting, and Municipal Parking leases
  • Manages reservation of and facilitates events in Town Hall, to include coordinating with and billing users
  • Assembles agenda information for the weekly emails and bi-monthly packets distributed to the Select Board 
  • Posts meeting notices for Select Board and associated committees; prepares correspondence related to post-Select Board meetings
  • Reviews and revises Select Board meeting minutes
  • Greets visitors, provides information regarding Town services answers telephone, explains office procedures, and responds to questions 
  • Provides assistance to residents, guests, patrons, staff, and board and committee members
  • Attend occasional board and committee meetings after normal business hours


The following requirements may be substituted by any equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities required to perform the job:

To be considered for the position, applicants must have:

  • Proficiency with word processing, database, and spreadsheet applications
  • Familiarity with purchase order processing, billing, and vendor interaction
  • Ability to operate independently with high attention to detail
  • Strong organizational and communication skills
  • Desire to think creatively to improve processes and systems
  • Willingness to coordinate facility rentals and coordinate events
  • Flexibility to assist in unique, person-centric interactions to resolve resident questions
  • Dedication to public service and willingness to learn
  • A sense of humor
  • An Associates degree is required, Bachelors Degree preferred.
  • Four to six (4 to 6) years of administrative experience in billing, licensing, procurement, constituent service, executive support, research, or related field, to include internships, fellowships, and similar programs 


As a Town of Needham employee, you are offered a rewarding career-opportunity serving the Needham community, a thriving and growing town of approximately 32,000 residents and a diverse commercial tax base. The municipality has a Representative Town Meeting form of government, with a 5-member elected Select Board who appoints a Town Manger to serve as the Chief Executive Officer. Town departments include public works, police, fire, library, public health, park & recreation, aging services, youth and family services, treasury, tax collection, tax assessing, finance, IT, Human Resources and more!

The Town of Needham is a professionally run organization that is committed to creating an inclusive culture where employees can perform at the highest levels. Our employees are dedicated to their work and rely on each other as a team to ensure that Needham remains a place, where engaged and committed people want to live, work and play. 

In addition to a competitive salary, the total offer will feature a comprehensive benefits package, which may include (depending on position):

  • Flexible Work Options
  • “Summer Hours” with early release Fridays 
  • Employer-Sponsored Health Insurance
  • Health Savings Account with an Eligible Health Insurance Plan
  • Flexible Spending Account for Health Care and Dependent Care
  • Dental and Vision Coverage
  • Basic and Optional Life Insurance Coverage
  • Retirement Plan: Contributory Defined Benefit Pension Plan (mandatory participation)
  • 457b Deferred Compensation Plan, Pre-tax or Roth (voluntary participation) 
  • Paid Holidays
  • Paid Personal and Vacation Leave
  • Employer Paid Non-Occupational Sick Leave
  • Tuition Assistance and Paid Professional Development Opportunities
  • Highly Supportive of Participation in Professional Associations
  • Qualified Employer for the Federal Public Service Student Loan Forgiveness Program 
  • Comprehensive Employee Assistance Program which includes mental health, financial education, legal referrals, and much more

To Apply