administrative assistant Cambridge, MA
Job description
ABOUT THE CITY OF CAMBRIDGE:
The City of Cambridge is a diverse and vibrant community that 120,000 residents of different ethnic, racial, religious, U.S. nationals and other backgrounds call home. We take pride in our city’s diversity and strive to create a workplace that is reflective of the community we serve - one in which all employees can thrive. The city is also deeply committed to creating an environment in which all our employees are treated equitably and feel included. In joining our team, you would work in a workplace environment that advances and values antiracism, diversity, equity, and inclusion (ADEI), and that is committed to embedding ADEI best practices and tenets in all aspects of our work.
ABOUT THE DEPARTMENT
The City Council is served by staff members who perform administrative duties and provide clerical support to the Council. The general administration of the Council budget and the purchase of all supplies and services are also included in staff duties. The City Council Office staff provide support to the Clerk’s Office in facilitating regular meetings of the City Council, as well as Committee meetings.
ABOUT THE ROLE:
Working under the general supervision and direction of the Executive Assistant to the City Council, the Administrative Project Assistant provides excellent customer service to the public and staff and supports a variety of office and staff functions. The person in this role will perform administrative duties requiring confidentiality, enhanced customer service skills, sound decision-making and problem-solving abilities, and will be required to have knowledge of the programs and services the various City Departments provide to the community and the City of Cambridge.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Specific duties/responsibilities include but are not limited to the following:
- Greet and receive visitors in-person or via email/telephone in a professional, courteous, and service-oriented manner.
- Responsible for efficient daily administrative operation of the City Council Office, including preparing payrolls, ordering supplies, preparing requisitions and bills payable schedules, assist with scheduling meetings, handling incoming and outgoing email and postal communications, maintaining document filing.
- Provide excellent customer service and serve as a resource for constituents and other contacts by responding to telephone/email/in-person public inquiries and directing questions and communications appropriately.
- Input information into a computer; conduct research, and compile data as necessary.
- Running errands, sorting + sending mail, processing expenses.
- Compose standardized correspondence and other documents from generalized instructions from staff.
- Work on special projects under the direction of the City Council and/or the Executive Assistant.
- Other related duties, responsibilities and projects as assigned by the Executive Assistant to the City Council.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
MINIMUM REQUIREMENTS:
Education and Experience
- High School diploma or equivalency required.
- Minimum of 3 years of experience in an administrative role
Knowledge, Skills, and Abilities:
- Excellent written and verbal communication skills; and copy-editing skills, with an attention to detail in spelling, grammar, and punctuation.
- Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
- Proficiency in Microsoft Office suite and other relevant software applications (Zoom, MS Teams, and other virtual meeting platforms).
- Ability to exercise sound judgment and negotiate priorities with multiple supervisors.
- Ability to operate office equipment including copiers, fax, and scanners.
- Motivated and organized individual able to manage multiple projects on deadline in a busy work environment, often with frequent interruptions.
- Strong interpersonal skills and positive attitude. Ability to work cooperatively with internal and external stakeholders.
- Adaptability and dependability to work well either individually or in a team situation.
- Strong customer service skills and commitment to public service.
- The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
PHYSICAL DEMANDS: Ability to access input and retrieve information from a computer. Ability to operate office equipment including copiers, printers, and scanners. Executes multiple tasks involving keyboarding, telephones, writing, bending, reaching, and lifting of books and boxes of large files and documents (up to 10 lbs.). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT: Standard office environment, which includes fluorescent lighting and air conditioning. Moderate noise level, which can elevate with phone calls and walk in members of the public. Busy office work environment characterized by multiple work demands from department staff, and a great deal of customer interaction, and heavy call volume.
SUMMARY OF BENEFITS:
- Health, dental and vision insurance.
- Vacation, personal and sick days.
- Sick incentive pay eligibility.
- Management allowance of $2700/year.
- City employee commuter benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle membership.
