Secretary II

City of Boston; Boston (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

City of Boston is seeking a Receptionist/Secretary to support the Consumer Affairs & Licensing Department, the Boston Licensing Board, and the Boston Cannabis Board under the Director of Operations.

The role requires a professional image, strong communication, accurate message-taking, and effective filing, data entry, and correspondence tasks to assist licensing and case intake processes.

Qualifications

• Applicants must have a high school diploma and at least two (2) years of full-time or equivalent part-time paid office experience.
• Ability to interact professionally with constituents, staff, and the general public on a constant basis.
• Proficiency in Microsoft Word, Excel, and data entry programs is highly preferred.
• Knowledge of Google Suite.
• Strong written and communication skills required.
• Good organizational skills
• Knowledge of operating standard office equipment
• Ability to exercise good judgment and focus on detail as required by the job.

Responsibilities

• Presents a professional image and cordial attitude toward visitors.
• Answers the telephone and takes accurate messages by telephone and in person.
• Assists Consumer Affairs staff and enters new consumer cases into the database, including drafting opening letters and correspondence.
• Acts as a liaison between Consumer Affairs staff and the Office of the Attorney General regarding case intake.
• Aids Licensing staff with the intake and renewal of Entertainment, Cannabis, and Liquor applications.
• Reviews Consumer complaints and License applications for missing documents and information.
• Helps with all Licensing transactions, such as the processing of payments.
• Maintains and manages the filing system, photocopying, and faxing of documents.
• Provides administrative assistance to the Director of Operations as needed.
• Performs related work as required.

Skills

Communication skills

Microsoft Word

Microsoft Excel

Data entry

Google Suite

Organization

Attention to detail

Judgment and discretion

Customer service

Education

High school diploma

Job description

Under the supervision of the Director of Operations, the Receptionist/Secretary provides administrative support to the Consumer Affairs & Licensing Department, the Boston Licensing Board, and the Boston Cannabis Board.

• Presents a professional image and cordial attitude toward visitors.
• Answers the telephone and takes accurate messages by telephone and in person.
• Assists Consumer Affairs staff and enters new consumer cases into the database, including drafting opening letters and correspondence.
• Acts as a liaison between Consumer Affairs staff and the Office of the Attorney General regarding case intake.
• Aids Licensing staff with the intake and renewal of Entertainment, Cannabis, and Liquor applications.
• Reviews Consumer complaints and License applications for missing documents and information.
• Helps with all Licensing transactions, such as the processing of payments.
• Maintains and manages the filing system, photocopying, and faxing of documents.
• Provides administrative assistance to the Director of Operations as needed.
• Performs related work as required.

• Applicants must have a high school diploma and at least two (2) years of full-time or equivalent part-time paid office experience.
• Ability to interact professionally with constituents, staff, and the general public on a constant basis.
• Proficiency in Microsoft Word, Excel, and data entry programs is highly preferred.
• Knowledge of Google Suite.
• Strong written and communication skills required.
• Good organizational skills
• Knowledge of operating standard office equipment
• Ability to exercise good judgment and focus on detail as required by the job.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: Non-Union/MO-3

Hours per week: 35