City of Boston

Administrative Assistant

Posted Date 1 month ago(11/1/2021 3:06 PM)
Req ID
2021-20735
Dept
OPAT
Position
Regular Full-Time
Location
Boston City Hall
Salary Min
44,624.57
Salary Max
66,741.80
Union
EXM
Openings
3
Contact Email
john.steies@boston.gov

Overview:

Brief Job Description:

 

Under the general direction of the Chief of Staff, the Administrative Intake Specialist will be part of a new team working to advance the goals of the Office of Police Accountability and Transparency (OPAT). OPAT was established in 2020 to provide a single point of entry for individuals with concerns or complaints related to the Boston Police Department and its officers and sworn personnel to be heard and responded to.

 

The Administrative Intake Specialist will often be the first point of contact and will work closely with OPAT Investigators, the community and key stakeholders to ensure that investigations are completed in a timely and equitable manner. The position requires a high level of professionalism, diplomacy, patience, and confidentiality. The successful candidate needs to consistently communicate effectively and clearly, both orally and in writing.

Responsibilities:

  • Serves as OPAT’s intake point of contact to complainants.

  • Performs intake of complaints made directly to OPAT. This may include, but is not limited to, interviewing the

    complainant, obtaining all necessary information to open the file, identifying and framing the concerns.

  • Performs the initial review, assessment, categorization of complaints and preparation of investigative files.

  • Tracks outstanding investigations to ensure timely completion and make appropriate status related entries in

    the electronic database.

  • Assist OPAT Investigators in scheduling interviews, file management and overall case management.

  • Prepares daily summary of newly opened and closed cases.

  • Assist with the preparation of documents; photocopying and assembling documents.

  • Perform day-to-day administrative duties including mail receipt and distribution and provide other support as

    needed.

  • Performs related work as required.

Minimum Entrance Qualifications:

  • Minimum of two (2) years experience working in an office setting preferably in a busy work environment.
  • High School Diploma or equivalent.

  • Strong interpersonal skills and a willingness to work as part of a team.
  • Bilingual preferred (Spanish, Haitian Creole, Cape Verdean Creole, Chinese and Vietnamese).

  • Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgement.

  • Ability to communicate clearly and concisely, both orally and in writing.

  • Able to work in a fast-paced environment.

  • Ability to be resourceful and proactive when issues arise.

  • Strong analytical and critical thinking skills.

  • Demonstrate personal accountability.

  • Ability to maintain well-organized case files and other materials.

  • Contribute towards the success of others with organizational tasks.

  • Independently manage project-based work.

  • Strong time-management skills to handle multiple tasks according to stated timelines in a busy office.
  • Ability to think strategically and proactively.

  • Occasional travel required.

  • Experience with Microsoft Word, Excel, and PowerPoint, as well as the Google suite is preferred.

  • Ability to exercise good judgement and focus on detail as required by the job.

Boston residency required.

 

Terms: 

Union/SalaryPlan/Grade: 

Hours per week: 

 

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