Head Clerk & Secretary

Boston Public Library; Boston (MA); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Head Clerk and Secretary to support the City Clerk's Office. This role involves engaging with the public, processing important municipal documents, and ensuring efficient office operations. Ideal candidates will have strong organizational skills, a commitment to customer service, and the ability to work both independently and as part of a team. Join this vital office in delivering essential services to the community and contribute to the smooth functioning of city operations. If you thrive in a dynamic environment and are passionate about public service, this opportunity is perfect for you.

Qualifications

• 4+ years of office experience with proficiency in software applications.
• Ability to maintain confidentiality and provide quality customer service.

Responsibilities

• Assist the public with processing and notarizing documents at the front counter.
• Review, process, and index business certificates daily.

Skills

Customer Service

Communication Skills

Problem Solving

Organizational Skills

Bilingual (Spanish, Haitian Creole, etc.)

Education

High School Diploma

Office Experience (4+ years)

Tools

Google Suite

Microsoft Office

iNovah Cashiering System

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 filing business registrations, claims, domestic partnerships, trusts, notarizing documents, public records requests, 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 Council and related Mayoral actions, editing and compiling the minutes of City Council Meetings, and all items related to the Lobbyist Registration and Regulation Ordinance. The Department also maintains the City Council document system database and publishes all ordinances and amended codes on a yearly basis.

Under the general supervision of the Administrative Assistant II, the Head Clerk and Secretary is responsible for the proper filing of all City Clerk documents.

Responsibilities

• Interact with the general public on a daily basis in person at the front counter to assist in processing and notarizing documents and answering questions about the City Clerk's Office and city services.
• Respond to email requests for information and answer phones promptly to provide accurate information or route calls to the appropriate person or department.
• Process daily office mail on the same day to ensure all correspondence meets established filing and payment requirements.
• Responsible for reviewing, processing, indexing, and scanning all business certificates on a daily basis, including withdrawals, change of location, and domestic partnership filings.
• Work as a Cashier utilizing the iNovah Cashiering System.
• Ensure work is performed in a timely manner and with best customer service practices.
• Route problems to supervisor as necessary and work with supervisor to ensure accuracy of work and established timelines are met.
• Work as a member of a team to perform all functions assigned by the City Clerk and immediate supervisor.
• Serve as a backup to raffle and bazaar applications.
• Process Going-out-of-Business applications.
• Serve as a backup to research and identify non-compliant physicians for registration with the City Clerk's Office.
• Research to identify non-compliant Businesses throughout Boston for registration.
• Deliver city services to diverse populations.
• Interact with the Mayor's Office of Small Business, assisting new and existing business owners.
• Provide mobile outreach to city residents as needed.
• Perform related work as required.

Minimum Entrance Qualifications

• A minimum of at least four (4) years of full-time, or equivalent part-time, office experience.
• Demonstrable proficiency with computer software, database applications, Google Suite, and Microsoft Office programs is preferred.
• Ability to deal with the public and communicate effectively, both orally and in writing.
• Organize and process a high volume of work in a timely manner to meet deadlines.
• Ability to maintain confidentiality of sensitive data.
• Ability to work as part of a team as well as independently.
• Identify and resolve problems according to accepted office procedures.
• Provide quality customer service in person and over the telephone.
• Establish and maintain effective working relationships with co-workers and other employees.
• Bilingual preferred (Spanish, Haitian Creole, Cape Verdean Creole, Chinese, and Vietnamese).
• Ability to exercise sound judgment and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: SEIU/RL-14

Hours per week: 35