City of Boston

Administrative Assistant

Posted Date 2 weeks ago(1/8/2022 1:15 PM)
Req ID
2022-21182
Dept
Office of Arts & Culture
Position
Regular Full-Time
Location
May Special Events & Tourisim
Salary Min
41,251.43
Salary Max
58,463.15
Union
MYO
Openings
1
Contact Email
naida.faria@boston.gov

Overview:

Brief Job Description (essential functions of the job):

 

The Administrative Assistant is a key member of the Mayor’s Office of Arts and Culture. The Mayor’s Office of Arts and Culture manages varied projects that interact with the public directly as well as through the work of artists, community meetings with other City departments, and through its commissions and physical and digital platforms for the arts. While much of this work operates independently within the office, the Administrative Assistant position is responsible for assisting in the finance and administration of MOAC’s larger and cross-cutting programs and events, centralizing and tracking MOAC’s work, and coordinating internal communications. Under the supervision of the Director of Administration & Finance, assists in a wide variety of financial functions within MOAC.

Responsibilities:

  • Coordinates the schedule for the Chief of Arts and Culture weekly as required.
  • Assists with payments for ongoing MOAC grants and contracts and procurement of goods and services
  • Oversees MOAC operations, including incoming inquiries to the office, a calendar of department events, agendas for MOAC staff meetings, keeping minutes during meetings, and submitting office reports and forms
  • Receives and processes invoices from vendors.
  • Manages vendor and affiliated business relations for the Department including customer service requests and issues.
  • Generates requisitions, purchase orders, and non-orders.
  • Assists the Director of Administration and Finance with financial reporting
  • Maintains an electronic filing system for finance-related documents
  • Works closely on financial matters with other City agencies and departments including Purchasing, Audit, and Treasury.
  • Staffs opportunities to share MOAC information/collateral such as conferences, public events, City of Boston open houses, etc.
  • Other finance-related duties as assigned.
  • Performs related work as required.

Minimum Entrance Qualifications:

  • At least (2) two years relevant experience working in arts administration, accounting, business management, or business administration,
  • Ability to plan, organize and process a high volume of work in a timely manner.
  • Ability to communicate effectively and professionally both orally and in writing.
  • Ability to identify and resolve problems according to accepted office procedures.
  • Demonstrated ability to provide quality customer services in person and over the telephone, and to establish and maintain effective working relationships with co-workers and other employees.
  • Familiarity with the needs of different artistic disciplines, particularly the needs of individual artists and creatives.
  • Proficiency in Google products, including Mail, Google Drive, Docs, Sheets, Slides, and Calendar.
  • Excellent written and verbal communication skills. Customer service experience is a plus.
  • The ideal candidate must be very organized and self-motivated.
  • Strong troubleshooting, problem-solving, and follow-up capabilities are a must.
  • Ability to exercise good judgment and focus on detail as required by the job.

Boston Residency Required.


Union/Salary Plan/Grade: Nonunion/MO-04
Hours Per Week: 35

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