Adminstrative Assistant

Somerville; Somerville (MA); On-site; USD 52,000 - 65,000; Full time

Benefits offered by this job

4 weeks annual vacation (non-union)

Medical insurance through GIC (80% of

Dental coverage (Delta Dental)

Vision care (VSP)

Long term disability (Sun Life)

Life insurance (Boston Mutual)

Flexible spending accounts (BenefitSTR

Deferred compensation options

Employee Assistance Program (EAP)

PSLF eligible

Job summary

The City of Somerville is seeking a detail-oriented Administrative Assistant to support the City Clerk’s Office. The role involves complex clerical tasks, preparing meeting agendas, minutes, and licenses, and acting as liaison to the Alcoholic Beverage Control Commission.

You will also manage payroll backups and assist with vital records, notary duties, and customer service. Qualified candidates will have strong MS Windows/Office skills, the ability to type 30 wpm, maintain confidentiality, and

Qualifications

• Familiarity with filing and records management in municipal offices.
• Typing speed of 30 words per minute.
• Ability to exercise independent judgment and discretion.
• Maintain confidentiality and work under stress while multitasking.
• Strong organization, accuracy and attention to detail.
• Ability to communicate with the public and agencies in writing and orally.
• Notary Public certification (or commitment to obtain within 120 days).
• Minimum of a high school diploma/GED with supervisory experience.

Responsibilities

• Support Licensing Commission and Board of Aldermen as backup; prepare agendas and attend meetings.
• Maintain minutes, manage licenses and correspondence, liaise with ABC Commission.
• Schedule staff and manage recurring duties; handle payroll and financial duties on backup basis.
• Process appeals for Boards; issue Clerk’s Certificates; notarize documents.
• Provide customer assistance at walk-up, phone, mail and online.
• Record and transmit fees to Treasurer; manage mail routing and records deposition corrections.
• Assist with vital records training and software use; manage birth/marriage/death records.
• Track appointments to city boards; provide clerical support to Municipal Hearing Officer as needed.
• Ensure noncriminal ticketing records, violations, payments, and hearings are recorded.
• Support other clerical duties as assigned by City Clerk.

Skills

Microsoft Windows

Microsoft Outlook

Microsoft Word

Microsoft Excel

Databases

Independent judgment

Confidentiality

Communication with the public

Teamwork

Notary Public certification (within 60

Education

High school diploma or GED with at least 5 years of supervisory experience

Tools

Microsoft Windows

Word

Excel

Outlook

Databases

Job description

Duties

Performs, according to standard office procedures, a variety of complex clerical duties requiring a considerable degree of decision making and a thorough knowledge of the functions of the City Clerk’s Office.

Duties include but are not limited to supporting the Licensing Commission and the Board of Aldermen on a backup basis as directed by the City Clerk, including preparing agendas, attending day or evening meetings, maintaining minutes, managing business correspondence and licenses, and acting as liaison to the Alcoholic Beverage Control Commission. Managing the Office, including scheduling the office staff and its recurring duties. Processing appeals for the Board of Appeals, Planning Board, and Historical Preservation Commission, and issuing Clerk’s Certificates. Assisting when necessary, or as directed by the City Clerk, in the completion of all Administrative Assistant, Head Clerk and Principal Clerk duties, including business licensing, and financial responsibilities. Provide walk-up, telephone, mail and internet customer assistance on all permanent records, including births, deaths, and marriages, as well as dog licenses, business certificates, business licenses, and other documents. Collecting, recording and transmitting to the Treasurer all appropriate fees and revenues. Sorting and routing City Hall’s incoming daily mail, and processing City Hall’s outgoing daily mail. Notarizing documents for the public. Providing technical assistance and training to staff with respect to all vital records, state regulations and requirements, and software. Creating and maintaining birth records, marriage records, and death records, as well as associated corrections and depositions. Managing all noncriminal ticketing issues, including recording violations and payments, and appeal hearings, and decisions. Providing clerical support to the Municipal Hearing Officer as needed, including scheduling hearings, communicating with appellants, and recording decisions. Tracking all appointments to city boards and commissions. Administering all payrolls and ordinary maintenance activities, including all equipment and supplies on a backup basis. Performs other duties as assigned by the City Clerk.

Qualifications

• Demonstrated ability to manage files in Microsoft Windows or equivalent, and maintain electronic communications and scheduling in Microsoft Outlook or equivalent.
• Demonstrated ability to use Microsoft Windows, Word, Excel, Outlook, and various databases
• Ability to type 30 words a minute error fee
• Ability to exercise independent judgment
• Ability to maintain a high level of confidentiality and discretion
• Ability to deal well under stress and perform multiple complex tasks simultaneously
• Must be well-organized, detail-oriented and extremely accurate
• Ability to communicate with the public and with governmental agencies both orally and in writing courteously and efficiently, and to work well with peers in a team setting.
• Ability to physically search municipal records, use a ladder to access records stored on tall shelves, and carry large volumes of records, up to 20 pounds
• Must be certified, or obtain certification within 120 days, as a Notary Public
• High school diploma or GED equivalent, with at least 5 years of supervisory experience

Hours: Full-Time, City Hall hours
Salary: $1,286.48 weekly, plus benefits
Union: SMEU
FLSA: Non-exempt
Date Posted: October 28, 2026

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The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request. Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact the ADA Coordinator at 617-625-6600 x 2059 or [e-mail].

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Completion of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards:

• 4 weeks annual vacation for non-union positions. Union positions vary by contract. Please note, police officers are members of the SPEA union. Public Health Nurses are part of Union A (SMEA).
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Delta Dental
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.