City of Boston

Office Manager (CC)

Posted Date 1 month ago(10/21/2022 9:21 AM)
Req ID
2022-23249
Dept
Boston City Council
Position
Regular Full-Time
Location
Cco City Council Employees
Union
CCS
Openings
1
Posting End Date
4/1/2023
Contact Email
Lorraine.Schettino@boston.gov

Overview:

Brief Job Description:

 

Under the supervision of the Staff Director, the Office Manager will oversee the reception area of the City Council, serve as the telephone operator and initial contact for members of the public and City employees, and provide support to the Legislative and Administrative arms of the City Council.

Responsibilities:

  • Ensures phone coverage at all times and greet and guide Council visitors.
  • Coordinates the Council conference room reservations and meeting/event schedule; ensure that room reservation policies are upheld.
  • Provides legislative administrative support to the Council including: compiling and distributing the weekly Council meeting packets; maintaining up to date shared Council files for committee meetings, notices, dockets & minutes; facilitating communications with the public through preparing, distributing and posting agendas, calendars, and hearing notices; tabulating legislative activities on a monthly basis; and providing aid to the Committee liaisons as needed.
  • Works with the Staff Director and Business Manager to complete key business and operational tasks, as needed, including processing paperwork and invoices, contacting vendors, filing, ordering food for events, processing stationery requests, submitting building maintenance requests, reporting facilities issues, replenishing copier paper, etc.  
  • Keeps inventory of and distribute office supplies; reorder to maintain adequate quantities at all times.
  • Oversees the mail and copy operations of the City Council including: processing daily incoming and outgoing mail; distributing and tracking allotments of stamps; tracking outgoing mail and mail and copy room vouchers; and ensuring availability of mailing supplies.
  • Help to orient new staff on usage of phones, copiers and on other office procedures.
  • Help to ensure that the reception area, conference rooms, and other common areas are maintained. 
  • Help with content and document updates to the City Council’s web sites and intranet.
  • Provide administrative support to the Staff Director and perform other duties as assigned by the Council or Staff Director.

Minimum Entrance Qualifications:

  • Two plus (2+) or more years experience implementing similar duties; Associate’s Degree or Training in Office Management Skills or related field a plus.
  • Some knowledge of the Open Meeting Law. 
  • Excellent customer service skills; able to interact and work well with a diverse array of constituents and staff; excellent oral and written communication skills.
  • Ability to multitask; demonstrated attention to detail.
  • Ability to work independently; proactive problem solving skills.
  • Knowledge and experience with MS Office (Word, Excel, Access, PowerPoint) and Google Suite.
  • Bilingual a plus (Spanish, Haitian Creole, Cape Verdean Creole, Chinese and Vietnamese).
  • Ability to exercise good judgement and focus on detail as required by the job. 

 

Boston residency required upon hire.

 

Terms:

Union/SalaryPlan/Grade:Non-Uion Salary Range:  $55,500-$85,250

Hours per week: 35 

Options:

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