City of Boston

Administrative Assistant

Posted Date 2 weeks ago(5/16/2023 10:27 AM)
Req ID
Election Division
Regular Full-Time
Salary Min
Salary Max
Posting End Date
Contact Email


This is a provisional appointment.


Under the supervision of the Senior Administrative Assistant, the Administrative Assistant performs a variety of administrative duties and office support functions to provide assistance in the day to day office management in the Election Department.


  • Assists with maintaining the personnel records for staff, including processing of payroll, maintaining attendance data, ensuring all employees paperwork is completed and processed timely, and all other associated duties relative to staff personnel transactions.
  • Responsible for the payment of invoices and all related transactions of the department’s purchasing functions which include department office supplies.
  • Assists with the preparation of the department budget, and regularly provides budget reports as needed.
  • Administers contracts and necessary documents, including maintenance of election equipment; works with vendors and staff to ensure compliance with contracts and payments as needed.  
  • Provides administrative assistance to senior staff. Serves as the department’s liaison to the City of Boston's Office of Human Resources as needed by the Senior Administrative Assistant in charge of the Department's Human Resource functions.
  • Assists with the recruiting, hiring and other personnel activities related to seasonal employees and poll workers.
  • Performs other related work as required.

Minimum Entrance Qualifications:

  • Two (2) years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, the major duties of which included one of more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management. A bachelor’s degree in a related field may be substituted for the required experience.
  • Ability to plan, organize and process a high volume of work in a timely manner; to communicate effectively orally and in writing; to identify and resolve problems according to accepted office procedures; to provide quality customer services in person and over the telephone to the general public and/or vendors; and to establish and maintain effective working relationships with co-workers and other employees.
  • Strong knowledge of Microsoft Word, Excel, Access and Power Point preferred.
  • Experience working with BAIS Financials and BAIS HCM strongly preferred.
  • Ability to exercise good judgment and focus on detail as required by the job.

Must be flexible to work evenings and weekend during election and listing periods.

Boston Residency Required.


Union/Salary Plan/Grade:  SENA/MM1-5

Hours per week:  35


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