Executive Secretary to the Mayor

City of Westfield; Westfield, Northern (MA, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

The City of Westfield is seeking a detail-oriented administrative assistant to support the Mayor’s Office in a busy municipal environment.

Responsibilities include handling calls, composing correspondence, coordinating reporting for Medicaid, filing, and maintaining office supplies. Strong organization and communication skills are essential, with at least one year of related experience.

Qualifications

• Excellent organizational, typing and data processing skills.
• Strong written and verbal communication abilities.
• Ability to gather, analyze and interpret data for reporting.

Responsibilities

• Assist with incoming calls and direct to appropriate department.
• Compose and typ e letters and respond to City Council items as needed.
• Coordinate with departments to submit reports for Medicaid program reimbursement.
• Handle filing and mail distribution to departments or personnel.
• Maintain inventory and order office supplies for Mayor’s Office.
• Assist with accounts payable and office administration when needed.
• Manage office in the Secretary’s absence and take initiative on assignments.
• Perform additional duties related to departmental functions.

Skills

Organizational skills

Typing speed

Data processing

Communication skills

Education

High School degree or GED

Tools

Word processing

Database software

Spreadsheet software

Office equipment

Job description

The City of Westfield is seeking a detail-oriented administrative assistant to support the Mayor’s Office in a busy municipal environment.

Responsibilities include handling calls, composing correspondence, coordinating reporting for Medicaid, filing, and maintaining office supplies. Strong organization and communication skills are essential, with at least one year of related experience.