Head Clerk & Secretary

Boston Public Health Commission; Boston (MA); On-site; USD 40,000 - 65,000; Part time

Job summary

An established industry player is seeking a dedicated Head Clerk & Secretary. This role involves managing municipal records, assisting the public with document processing, and ensuring efficient office operations. Ideal candidates will have strong office experience, proficiency in software tools, and excellent communication skills. The position offers a unique opportunity to contribute to community services while working in a supportive environment. If you thrive in a busy office and are passionate about public service, this role is perfect for you.

Qualifications

• At least four years of full-time office experience required.
• Proficiency in computer software and databases preferred.
• Effective communication skills, both oral and written.

Responsibilities

• Assist the public with document processing and inquiries.
• Process daily office mail and ensure timely filing.
• Provide excellent customer service and support City Clerk operations.

Skills

Office Experience

Customer Service

Communication Skills

Attention to Detail

Bilingual Abilities

Tools

Google Suite

Microsoft Office

iNovah Cashiering System

Job description

Join to apply for the Head Clerk & Secretary role at Boston Public Health Commission.

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 filing business registrations, claims, domestic partnerships, trusts, notarizing documents, public records requests, and swearing-in appointees of the Mayor to City Boards and Commissions and Constables. The Office also publishes agendas, records Council and Mayoral actions, edits and compiles minutes, and maintains the City Council document database, publishing ordinances and codes annually.

Responsibilities

• Assist the public at the front counter with document processing, notarizations, and inquiries about city services.
• Respond to email requests and phone calls promptly, providing accurate information or routing as needed.
• Process daily office mail and ensure timely filing and payments.
• Review, process, index, and scan business certificates, including withdrawals and changes.
• Work as a Cashier using the iNovah Cashiering System.
• Provide excellent customer service and ensure timely work completion.
• Report issues to supervisors and collaborate to ensure accuracy and deadlines.
• Perform team functions and support City Clerk operations.
• Serve as backup for raffle, bazaar applications, and out-of-business applications.
• Research non-compliant physicians and businesses for registration.
• Deliver city services to diverse populations and assist small business initiatives.
• Engage in mobile outreach as needed and perform related duties.

Minimum Qualifications

• At least four years of full-time office experience.
• Proficiency with computer software, databases, Google Suite, and Microsoft Office preferred.
• Effective communication skills, both oral and written.
• Ability to handle high-volume work, maintain confidentiality, and work independently or in a team.
• Bilingual abilities (Spanish, Haitian Creole, Cape Verdean Creole, Chinese, Vietnamese) preferred.
• Strong judgment and attention to detail.

Additional Details

Boston residency required. Union/Salary Plan: SEIU/RL-14. Hours: 35 per week. Position: Part-time, Mid-Senior level, Administrative support in the industry of Administrative and Support Services.