Administrative Assistant II

City of Boston; Boston (MA); On-site; USD 45,000 - 60,000; Full time

Job summary

The City of Boston is seeking an Administrative Assistant II for the City Clerk's office. This role involves maintaining municipal records, assisting with public inquiries, and ensuring the accuracy of important documentation. Candidates should have experience in office management and possess strong communication skills, with a familiarity with data management systems being preferred.

Qualifications

• 2-3 years of experience in office management or administration preferred.
• Familiarity with data entry and retrieval systems.
• Ability to interpret policies and procedures.

Responsibilities

• Maintain accurate records and ensure compliance with relevant laws.
• Manage agendas and minutes for City Council Meetings.
• Interact with the public to assist with inquiries.

Skills

Data entry

Customer service

Problem-solving

Communication

Attention to detail

Education

Undergraduate degree in business administration or public administration

Tools

Microsoft applications

Database applications

Google Suite

Job description

Overview

The mission of the City Clerk's office is to receive, file, record, and maintain all municipal records. The City Clerk is responsible for the filing of business registrations, claims, domestic partnerships, trusts, notarizing documents, public records requests, lobbying registrations, and swear-in appointees of the Mayor to City Boards and Commissions and Constables. The City Clerk's office is also responsible for publishing the agenda for the City Council Meetings, recording all the council and related Mayoral actions, and editing and compiling minutes of the City Council Meetings. The Department also maintains the City Council document system database and publishes all the ordinances and amended codes on a yearly basis.

Under the general supervision of the Senior Administrative Assistant or other employees of a high grade, the Administrative Assistant II performs work of considerable difficulty and in a wide variety of administrative and clerical processes.

Responsibilities

• Ensures accurate records are maintained and accessible in accordance with all relevant laws/ordinances, policies, and statutory deadlines.
• Maintains and manages Granicus, the City Council Meeting Agendas and Minutes computer application; creates agenda and ensures filing deadlines are met; creates minutes of meetings and processes dockets, ensuring accurate docket numbers and procedures are followed; files all original documents.
• Maintains and updates databases for appointments to City Boards and Commissions, Constables, Jitney Licenses, and Conflict of Interest Ethics Training Certificates; ensures information is entered accurately and filed in a timely manner.
• Works as a member of a team to facilitate and process Lobbying Registration and Regulation requirements as described by the City Ordinance within the City Clerk's office.
• Serves as back-up to posting of all public meeting notices in a timely manner, ensuring compliance with the Open Meeting Law.
• Works as a Cashier utilizing iNovah Cashiering. ·
• Interacts with the general public in person, on the phone, or via email to assist in answering questions about City Clerk's Office services.
• Works as a member of a team to perform all functions assigned by the City Clerk and immediate supervisor.
• Performs related work as required.

Minimum Entrance Qualifications

• At least two (2) to three (3) years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, including financial reconciliation, records management, and program management.
• An undergraduate degree in business administration, business management, or public administration is preferred and may be substituted for two (2) years of the required experience on the basis of one year of such education for six months of the required experience.
• Must be familiar with computer data entry and retrieval systems.
• Ability to interpret policies and procedures and perform duties in accordance with complex oral and written instructions.
• Proficiency with Microsoft applications, Database applications, and Google Suite.
• Working knowledge and understanding of the city's legislative process is preferred.
• Ability to maintain confidentiality of sensitive data.
• Ability to work as part of a team.
• Ability to communicate effectively orally and in writing.
• Demonstrated ability to work independently, ensure data accuracy, and meet deadlines.
• Ability to identify and resolve problems according to accepted office procedures; to provide quality customer service in person and over the telephone; and to establish and maintain effective working relationships with co-workers and other employees.
• Ability to exercise good judgment and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: SENA/MM1-6

Hours per week: 35