City of Boston

Head Clerk & Secretary

Posted Date 1 month ago(8/18/2022 12:13 PM)
Req ID
2022-22655
Dept
Procurement
Position
Regular Full-Time
Location
Boston City Hall
Salary Min
41,671.20
Salary Max
58,125.94
Union
SU4
Openings
1
Posting End Date
12/3/2022
Contact Email
nicole.leo@boston.gov

Overview:

This is a provisional appointment.

 

Brief Job Description:

 

Under the direct supervision of the Director or designee, performs the reception duties for the Department and assists with clerical duties as needed.

Screens and routes calls, reporting any operational difficulties to the Director or Designee.

Responsibilities:

  • Assists other government agencies and municipalities with help in understanding the basic stages of the City of Boston's Procurement process, and then direct them to the appropriate person in the department who would be best to help them if they had more specific questions about the process. Government agencies and municipalities may include: state agencies, cities, and towns outside the City of Boston who might want to do business with the City or are inquiring about how we procure goods from vendors.
  • Prints and mails nightly purchase order batches
  • Assists vendors that come into the office with submitting BID hard copies.
  • Assists with pick-ups for messenger services.
  • Greets and assists all visitors.
  • Updates and maintains the telephone directory.
  • Provides assistance to buyers in the department when there is a backlog of work. Including helping to track requisitions, purchase orders, contracts, and bid events.
  • Responsible for posting and maintaining department material posted to assist boston.gov.
  • Responsible for maintaining open orders on the departments shared drive to ensure that all information is accurate and report any discrepancies to the appropriate supervisor. 
  • Assists with sorting and distribution of the daily mail and other duties as assigned.
  • Assists with clerical duties as needed.
  • Performs related duties as required.

Minimum Entrance Qualifications:

  • Up to four (4) years of telephone console/ administrative experience; associates degree preferred, appropriate educational substitutions may be made.
  • Excellent communication and customer service skills.
  • Strong organizational and interpersonal skills.
  • Working knowledge of Microsoft Office and Google Suite
  • Knowledge of PeopleSoft preferred.
  • Ability to exercise good judgment and focus on detail required by the job.

 

Boston Residency Required

 

Terms:

 

Union/Salary Plan/Grade: SEIU/ RL13

Hours per week: 35

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