City of Boston

Admin Secretary

Posted Date 3 months ago(10/15/2021 9:02 AM)
Req ID
2021-20621
Dept
Veterans' Services
Position
Regular Full-Time
Location
Veteran'S Services
Salary Min
45,056.21
Salary Max
62,852.24
Union
SU4
Openings
1
Contact Email
bella.giambusso@boston.gov

Overview:

Brief Job Description:
 
Under the direction of the Director of Operation and Commisioner, performs standard administrative duties as assigned including coordinating meeting schedules, maintaining correspondence files and collecting supporting materials for monthly reports.

Responsibilities:

  • Interviews, receives, and directs initial intake of applicants for veterans’ benefits; as to the legality of the need for the relief.
  • Evaluates the needs and requirements of applicants both over the phone and in person.
  • Greets clients as soon as they arrive and connects them with the appropriate staff member.
  • Enters customer data and send correspondence to staff members.
  • Copies, files and maintains paper and electronic documents and records.
  • Answers the phone in a timely manner and direct calls.
  • Schedules meetings, confirms appointments and maintains event calendars.
  • Organizes and coordinates meetings, conferences, training workshops.
  • Prepares documents for meetings, take notes and minutes of meetings.
  • Write and issues emails to staff members on behalf of senior leadership.
  • Manages department metrics reports and updates client database with client calls and daily walk-ins.
  • Assists in organizing internal and external events.
  • Liaison with internal and external contacts.
  • Conducts web research for veterans Killed In Action, to create web Bio’s for Hero Squares plaques.
  • Coordinates all aspects of the Hero Squares program, to include all Hero Square requests and overseas the process from inquiry to dedication.
  • Maintains Hero Square web program.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Prepares reports by collecting information.
  • Receives and sorts incoming and outgoing of daily correspondence.
  • Maintains and up-keeps reception area and all common areas in the department.
  • Performs related clerical and office support duties as required.

Minimum Entrance Qualifications:

Applicants must have at least three (3) years full time or equivalent part-time, professional experience with at least one year of experience in a recognized agency providing direct services to a client population. Appropriate education substitutions may be made.  Applicant should possess strong knowledge of the principles and techniques of effectively guiding, assisting, and counseling the general public; have the ability to deal effectively and courteously with the general public and various governmental agencies; Applicant must possess strong computer skills and have proficient knowledge and experience working with the Microsoft Office suite (Word, Outlook and Excel programs). Applicant must have familiar knowledge with the benefits and services for veterans and their families such as those provided through Chapter 115 M.G.L in order to make appropriate referrals of inquiries. Applicant must have the ability to exercise good judgment and focus on detail as required by the job.

 

 

BOSTON RESIDENCY REQUIRED.

 

Terms:

 

Union/Salary Plan/Grade:SEIU / RL-14

Hours per week:35

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