City of Boston

Senior Administrative Assistant

Posted Date 3 weeks ago(12/30/2021 9:51 AM)
Req ID
2021-21152
Dept
Auditing Department
Position
Regular Full-Time
Location
Auditing Department
Salary Min
66,304.10
Salary Max
98,971.36
Union
SE1
Openings
1
Contact Email
James.Kelley@Boston.Gov

Overview:

This is a temporary position and will be filled for a period of approximately 15 months.  

 

This is a provisional appointment.

 

Brief Job Description (essential functions of the job):


Under the general supervision performs work of moderate difficulty, supervises clerical and/or administrative personnel, and coordinates a variety of administrative functions while performing the duties of an office manager. Manage special projects as required by the City Auditor.

 

Responsibilities:

  • Under general supervision of the City Auditor, coordinates secretarial and administrative tasks required for the day operations of the department. Keeps appointment book and calendar, schedules meetings and appointments, notifies participants and follows up to confirm attendance.
  • Prepares correspondence for the City Auditor’s review and signature. Maintains records and files for the City Auditor’s office.
  • Assists the City/Deputy and Senior Staff with administrative tasks as required supporting the day to day operations of the department.
  • Maintains records and files and prepares correspondence for senior managers as required.
  • Oversees monitoring of supplies and the maintenance of office equipment. May make recommendations on supplies and equipment as required.
  • Develops and maintains interdepartmental lines of communication; acts as a liaison with other departments and the City Auditor’s office.
  • Plans, directs and reviews the work of administrative/clerical personnel as directed. Assigns tasks, develops performance measures and goals.
  • Effectively carries out the Auditor’s directions and policies in establishing and maintaining harmonious relationships among employees and the public. Assists in the development of departmental policies and procedures relative to the operation of the office, the processing of HR transactions, and the processing of the payroll.
  • Assists in the preparation of the budget; collects budgetary information as directed.
  • Serves as the personnel officer, oversees human resources management issues as they arise.
  • Processes vacation and sick leave buyback. Keeps attendance records and processes the payroll; submits to City Auditor for signature.
  • Prepares and provides the City Auditor with statistics on employee attendance, etc.
  • Represents the department at Human Resources and Labor Relations meetings.
  • Monitors all the Human Resources and financials transactions.
  • Assist the DOIT/Boston Administration Information Services (BAIS Support) Office to create queries for sick and vacation balances, attendance, and payroll. Runs queries from the Human Resources and financial general ledger on a weekly basis or as required.
  • Assists independent Auditors; acts as a liaison between city departments and makes appointments with city officials and collects and prepares documentation requested by the auditors.
  • Ensures effective resolutions to problems. Interprets and ensures adherence to all approved rules and regulations.
  • Collects statistics and researches material for reports and administrative studies.
  • Performs other related duties as required.

Minimum Entrance Qualifications:

Applicants must have at least three (3) years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, in which the major duties included one or more of the functions, purchasing, personnel administration, record management, financial administration, budgetary control, accounting, office management, work simplification or program management, or any equivalent combination of such experience and the substitution below. Ability to exercise good judgement and focus on detail as required by the job.

 

Note:

 

The maximum substitution for any combination of (1) and (2) above is three years. Substitution will not be permitted for more than three years of the required experience.

Successfully completed education of less than one year will be prorated on the basis of the proportion of the requirement actually completed.

 

PREFERRED QUALIFICATIONS:

 

Familiarity with City of Boston financial and human resources business practices and policies.
Experience with Oracle/PeopleSoft, Inc. applications preferred.
Experience with Google, Microsoft Office Outlook, Word, Excel, and PowerPoint.


Boston Residency is Required

 

TERMS:

Union/Salary Plan/Grade: SENA/MM1-7
Hours per Week: 35

 

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