City of Boston

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Administrative Assistant

Administrative Assistant

Req ID 
2017-13717
Position  
Regular Full-Time
Dept 
City Clerk
Location  
CCL City Clerk
Salary Min 
46,799.94
Salary Max 
64,007.57
Union  
SU4
Openings 
1
Posted Date 
9/14/2017
Posting End Date 
9/25/2017
Contact Email 
dassie.bheecham@boston.gov

More information about this job:

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 the filing of business registrations, claims, domestic partnerships, trusts, notarizing documents, public records requests and swear-in appointees of the Mayor to the City's 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, and editing and compiling the minutes of Council Meetings. The Department also maintains the City Council document system database and publishes all ordinances and amended codes on a yearly basis.

This is a provisional appointment.

Brief Job Description (essential functions of the job):

Under general supervision from a Senior Administrative Assistant or other employees of higher grade, performs a wide variety of administrative and clerical duties.

Responsibilities:

Manages and handles cash receipts, checks and creates balance reports as a Cashier via iNovah; performs reconciliation of debit transactions and online payments, enters information into ledger on a daily basis.  Responsible for posting public meeting notices in a timely manner ensuring compliance with the Open Meeting Law.  Interacts with the general public at the counter, on the telephone, by letters and e-mails and dispenses information and assistance as required.  Responsible for monthly department statistical reports and generates utility invoice statements.  Prepares permit requests and issues permits for location of poles and conduit locations from EverSource and Verizon and prepares abutter mailings for electrical pole/conduit location hearings.  Processes going-out-of-business sales applications by notifying Boston Police Department (BPD) and issues permits.  Records and files documents for assignment of wages, assignment for the benefit of creditors, reports of public utilities, veterans’ discharges, doctor’s certificates and raffle permits.  Responsible for processing raffle and bazaar applications and performs searches and retrieval of documents, accesses applications for users, and resolves problems relating to permits, business certificates, etc.  Assists staff with special projects as needed and performs other assignments as directed by City Clerk.  Performs related work as required.

Minimum Entrance Qualifications:

At least two (2) years of full-time, or equivalent part-time, experience in office administration and/or business administration, including financial reconciliation, records management and program management. Must be familiar with computer data entry and retrieval systems and possess accurate typing skills, ability to work independently, follow through and interpret complex oral and written instructions.  Ability to deal effectively and courteously with co-workers and the general public.  An undergraduate or higher degree with a major in business administration or public administration may be substituted for the required experience on the basis of one year of such education for six months of the required experience.  Ability to exercise good judgment and focus on detail as required by the position.

 

BOSTON RESIDENCY REQUIRED.

 

Terms:

 

Union/Salary Plan/Grade: SEIU/RL-15

Hours per week:  35