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Head Clerk & Secretary

Posted Date 2 weeks ago(3/16/2023 7:34 PM)
Req ID
2023-24245
Dept
Law Department
Position
Regular Full-Time
Location
Law Law
Salary Min
43,142.19
Salary Max
60,177.78
Union
SU4
Openings
1
Posting End Date
9/16/2023
Contact Email
patricia.downs@boston.gov

Overview:

The Head Clerk and Secretary is the first person you see when entering the Law Dept. They run the front office in a professional, polite, organized, and cooperative manner. The Head Clerk and Secretary should be knowledgeable about the workings of the Law Dept in order to assist callers, visitors, vendors, and staff with their needs. They keep a tidy reception area and workplace to project the professional image of the Law Dept.

Responsibilities:

 

  • Telephone Reception, answers all calls, transfers them as needed, takes and delivers accurate, timely, and thorough messages, refers callers to outside other departments as needed.
  • Maintains and Monitors the dept. sign-in sheets, reminding staff to sign in or out when necessary.
  • Maintains the Dept. phone directory.
  • Presents a professional image of the Law Dept in person and on calls.
  • Greets visitors, manages the reception area, directs visitors and staff as needed.
  • Receives documents and mail.
  • Keeps a neat and professional workspace.
  • Acts pro-actively to provide service to clients, members of the public, and staff.
  • Responds promptly and appropriately to requests for assistance on additional projects.
  • Monitors coverage of reception area and assigns back up when necessary.
  • Interacts with Vendors, directs service techs, receives and disperses deliveries.
  • Works closely with Principle Clerk to coordinate coverage, deliveries, maintaining Copy area, reception area, and conference rooms.
  • Handles responsibilities professionally, is cooperative, responsive, and polite.
  • Adheres to Law Dept. policies
  • Performs related work as required by the job.

Minimum Entrance Qualifications:

 

  • Four years of full-time or equivalent part-time experience in office or business administration
  • Excellent communication, and organizational skills
  • Strong organizational skills and attention to detail
  • Ability to exercise good judgment in the handling of confidential files and information
  • Ability to work independently and prioritize while managing a fast-paced reception area

Boston Residency Required

  • TERMS: 
    SEIU, GR 13, 35 hrs per week

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The City of Boston is proud to be an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment. Therefore, qualified applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical or mental disability, genetic information, marital status, sexual orientation, gender identity, gender expression, military and veteran status, or other protected category.

The City of Boston has played a role in causing and perpetuating the inequities in our society. To break down these barriers, we are embedding equity and inclusion into everything we do.

We define equity as ensuring every community has the resources it needs to thrive in Boston. This requires the active process of meeting individuals where they are. Inclusion is engaging every resident to build a more welcoming and supportive city. We are building a city for everyone, where diversity makes us a more empowered collective.