The Public Facilities Department (PFD) provides professional project management services for design and construction projects at City-owned buildings throughout Boston. We work in conjunction with, and on behalf of user agencies, by managing renovation or new construction projects at buildings where City services are delivered. PFD manages a range of projects valued between $1M - $125M and typically handles an overall caseload between 80-100 projects valued at more than $500M annually.

This is a provisional appointment.

Brief Job Description:

Reporting to the Procurement/AP Manager, the Administrative Assistant  provides administrative support to the Contracts Unit.   

• Answers phones; respond to inquiries from vendors and contractors. 
• Maintains confidential records and correspondence files. 
• Assists in a wide variety of administrative functions and recommends objectives. Organize and catalog filing in conjunction with central and electronic filing systems. 
• Reviews documents and data for accuracy, completeness, content and compliance with prescribed standards. 
• Staffs the bid counter, serving as primary contact for bidders and potential bidders on City of Boston Construction projects. 
• Assists special projects as assigned, developing documents and spreadsheets in compliance with established timeframes. 
• Assists with other related general administrative duties as required to support the work of the Contracts Unit. 
• Performs related work as required.

• Applicants must have at least two (2) years of full-time, or equivalent part-time, paid experience in office management or administration or a related field.  A bachelor's degree in a related field may be substituted for the required experience.
• Proficiency in Microsoft Excel, Word and Outlook applications. 
• Strong communications and organizational skills; attention to detail; and must appreciate and respect the confidentiality of all situations. 
• Ability to utilize creativity and resourcefulness to obtain information not readily available. 
• Ability to work well with the public as well as with co-workers in a team environment.
• Ability to learn new computer applications as required. 
• Ability to multi-task and prioritize. 
• Knowledge of City of Boston and State of Massachusetts laws and regulations governing  procurement  and contracts is preferred. 
• Knowledge of business operating procedures, budget, procurement, and contract administration highly preferred. 
• Ability to exercise good judgment and focus on detail as required by the job. 

BOSTON RESIDENCY REQUIRED.

Terms:

Union/SalaryPlan/Grade: SEIU L888 / RL / 15

Hours per week:35