City of Boston

Administrative Assistant

Posted Date 2 weeks ago(10/13/2021 9:36 AM)
Req ID
2021-20619
Dept
Inspectional Services Dept
Position
Regular Full-Time
Location
Isd Health Inspection
Salary Min
54,259.64
Salary Max
82,653.07
Union
SE1
Openings
1
Contact Email
Mari.Flaherty@boston.gov

Overview:

This is a provisional appointment.

 

Brief Job Description (essential functions of the job):

 

Under the supervision of the Director of Human Resources, the Administrative Assistant performs a variety of administrative duties and office support functions to provide assistance in the day to day office management in the Inspectional Services Department.

Responsibilities:

  • Assists with maintaining the personnel records for staff, including processing of payroll, maintaining attendance data, ensuring all employees paperwork is completed and processed timely, and all other associated duties relative to staff personnel transactions.
  • Responsible for the payment of invoices and all related third party overtime transactions. 
  • Assists with the preparation of the department budget, and regularly provides budget reports as needed.
  • Administers third party overtime and necessary documents.
  • Provides administrative assistance to senior staff. 
  • Assists with the recruiting, hiring and other personnel activities.
  • Performs other related work as required.

Minimum Entrance Qualifications:

  • Two (2) years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, the major duties of which included one of more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management. A bachelor’s degree in a related field may be substituted for the required experience.
  • Ability to plan, organize and process a high volume of work in a timely manner; to communicate effectively orally and in writing; to identify and resolve problems according to accepted office procedures; to provide quality customer services in person and over the telephone to the general public and/or vendors; and to establish and maintain effective working relationships with co-workers and other employees.
  • Strong knowledge of Microsoft Word, Excel, Access and Power Point preferred.
  • Experience working with BAIS Financials and BAIS HCM strongly preferred.
  • 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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