Senior Administrative Assistant

City of Boston; Boston (MA); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a skilled administrative support professional to enhance program administration and project management within its Engineering Division. This role involves evaluating resource allocation, managing project files, and providing comprehensive support to the City Engineer. The ideal candidate will possess strong organizational skills, a keen attention to detail, and the ability to communicate effectively both orally and in writing. Join a dynamic team dedicated to improving city infrastructure and ensuring efficient program delivery. This is a fantastic opportunity for those looking to make a significant impact in a vital public service role.

Qualifications

• 3+ years of experience in office management.
• Thorough knowledge of office practices and procedures.

Responsibilities

• Evaluates resource allocation for program administration.
• Manages the Division's project files and folders.

Skills

Office Management

Project Management

Microsoft Office

Google Suite

Communication Skills

Organizational Skills

Job description

Overview

Under the direction of the City Engineer, performs administrative support functions in the areas of Program Administration and Project Management for the Engineering Division.

Responsibilities

• Evaluates resource allocation for program administration for Planning & Programming, Bridge Operations, Engineering Design, Surveys, Records and PIC Sections of the Division.
• Performs statistical evaluation of technical data related to program design and evaluation to determine the efficiency of program delivery.
• Develops and maintain work flow tracking systems including the Division's Annual Work Program.
• Manages Performance Indicators to evaluate effectiveness of annual work program.
• Responsible for weekly payroll and manage attendance reports.
• Coordinates all elements related to the Division's operating budget, including all purchases.
• Manages the Division's project files and folders.
• Manages the City Engineer's calendar and contact database.
• Provides administrative support the Division's personnel systems.
• Supervises clerical staff as needed; functions as the office manager for the Office of the City Engineer.
• Composes all correspondence for the City Engineer.
• Manages all incoming mail for the Division.
• Provides Project Management support for Bridge.
• Roadway and Landfill projects to the City Engineer as needed.
• Performs related work as required.
  
  

Minimum Entrance Qualifications

• A minimum of three (3) years of full-time, or equivalent part-time experience in office management.
• Thorough knowledge of office practices and procedures.
• Working principles of office management and supervision.
• Working knowledge of project management.
• Ability to understand and follow complex oral and written instructions.
• Must have the ability to communicate effectively orally and in writing.
• Ability to prepare clear and concise reports and compose correspondence.
• Full working knowledge of Microsoft Office and Google Suite.
• Must be highly organized, with a strong attention to detail and the ability to multitask, establish priorities, and meet deadlines.
  
  

Terms

Boston Residency Required.

Union/SalaryPlan/Grade: MM1-5

Hours per week: 35