• Senior Administrative Assistant

    Posted Date 3 weeks ago(12/28/2018 1:32 PM)
    Req ID
    2018-15990
    Dept
    Traffic Division
    Position
    Regular Full-Time
    Location
    Btd Administration
    Salary Min
    53,195.72
    Salary Max
    81,032.42
    Union
    SE1
    Openings
    1
    Posting End Date
    1/25/2019
    Contact Email
    Jane.Calobrisi@boston.gov
  • Overview:

    This is a provisional appointment.

    Brief Job Description (essential functions of the job):

    Under the general supervision of the Deputy Commissioner or designees, the Senior Administrative Assistant assists in supporting the day to day operations of the Operations Division at all locations of the Boston Transportation Department (BTD).

    Responsibilities:

    Duties include but not are limited to:

     

    • Assists in supervising office personnel of the Operations Division as assigned, including the planning and assigning of work, to meet the Operations Division's needs.
    • Reviews, documents and analyzes Operations Division activities, established procedures and work processes; recommends modifications to improve work methods, achieve progress, and develop more efficient and effective program operations; summarizes findings and recommendations via memos, reports, charts and spreadsheets.
    • Serves as liaison to various divisions within BTD to exchange information, improve program operations, coordinate activities and resolve problems.
    • Oversees and coordinates the Operations Division’s use of shared computer folders to store files and collaboratively edit and share documents, spreadsheets, presentations, photos, drawings, forms and other files.
    • Assists in coordinating Operations Division personnel transactions and interview processes internally and with BTD Human Resources staff at City Hall.  Maintains a tracking system for HR transactions.
    • Assists in selecting and designing and schedules training programs for Operations staff, including  skills training for specific jobs, training in the use of computer programs and applications and supervisory and management training programs.
    • Prepares reports including the Commissioner’s weekly report, statistical reports and other performance reports.
    • Coordinates use of the Smartsheet electronic work platform system to track projects and tasks, and share information.
    • Assists Operations Division staff with use of the City’s Customer Relationship Management (CRM) case management system, the Smartsheet electronic work platform application and other software programs and applications used by the Operations Division.
    • Composes letters, memoranda, emails and creates spreadsheets and presentations as required; handles incoming mail and prepares mailings.
    • Serves as back up when needed for Operations Division staff.
    • Performs related work as required.

     

    Occasional overtime work hours are required in support of position’s responsibilities and for meeting with staff working various shifts.

     

    Required to work all emergencies as directed by the Commissioner or designee.

    Minimum Entrance Qualifications:

     

    • Applicants must have at least three (3) years of full-time, or equivalent part-time, professional or administrative experience in management analysis or related field.
    • An undergraduate degree with a major in business administration, business management or public administration or related field may be substituted for up to two years of the required experience.
    • Working knowledge of software such as Google Suite or Microsoft Office Suite programs and the general use of computers in an office setting.
    • Experience with GIS mapping preferred.
    • Experience with CRM systems or similar systems and collaboration and work management software applications (such as Smartsheet) highly preferred.
    • Previous supervisory experience managing a staff larger than two persons preferred.
    • Knowledge of office practices and procedures and program management.
    • Ability to understand and follow complex oral and written instructions; ability to communicate effectively orally and in writing; ability to create and maintain spreadsheets and ensure data is entered correctly; ability to prepare clear and concise reports and compose correspondence; must be highly organized with strong attention to detail and the ability to multitask, establish priorities and meet deadlines.  
    • Ability to exercise good judgment and focus on detail as required by the job.


    BOSTON RESIDENCY REQUIRED.

     

    Terms:

    Union/Salary Plan/Grade:   SENA/MM1-5

    Hours per week: 35

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