Administrative Assistant II

Boston Public Library; Boston (MA); On-site; USD 45,000 - 58,000; Full time

Job summary

Join the Boston Public Library as an Administrative Assistant II, where you'll play a vital role in maintaining municipal records, assisting the public, and ensuring compliance with city regulations. We seek a detail-oriented individual with a strong background in office administration to support our mission effectively. This full-time position requires excellent organizational and communication skills, familiarity with data entry systems, and the ability to work collaboratively as part of a team. Boston residency is required.

Qualifications

• 2-3 years of experience in office administration required.
• Proficiency in Microsoft and database applications.
• Ability to interpret complex instructions.

Responsibilities

• Maintain accurate records and ensure compliance with regulations.
• Manage database applications for Council Meeting Agendas.
• Assist public inquiries regarding City Clerk’s services.

Skills

Records management

Customer service

Problem-solving

Attention to detail

Confidentiality

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