This is a provisional appointment.

Brief Job Description (essential functions of the position):

Under direction of the Principal Administrative Assistant or designee, the Administrative Secretary performs work of moderate difficulty assisting with a variety of administrative and customer relations responsibilities in the Code Enforcement Division of the Public Works Department.

Duties include but not limited to:

• Provides information to constituents regarding code enforcement violations and the appeal process via telephone or mail.
• Prepares correspondence to be sent to constituents regarding appeals.
• Reviews written appeals for completion and inputs information into system. 
• Processes written appeals in a timely manner and ensures proper procedures are adhered to. Maintains appeal documen
• Schedules hearings for constituents to appeal violations in person. May assist in appeals process when necessary.
• Researches problem properties, creates spreadsheet, and alerts supervisor of frequent offenders. Maintains log.
• Handles 311 CRM calls regarding waste management and refers to appropriate staff/division.
• Generates reports from software program.  Maintains program records, electronic documents, and confidential files.
• Processes incoming mail.
• Performs other related work as required. 

Required to work any emergency as directed by the Chief of Streets or designee.

• An undergraduate degree may be substituted for a maximum of two (2) years of the required experience.  A diploma for completion of a two-year fulltime, or equivalent part-time, program in secretarial or business education above the high school level may be substituted for one (1) year of the required experience.
• Applicants must have at least four (4) years of full-time, or equivalent part-time, paid experience in office work or business administration, in work the major duties of which include one or more of the following functions: office management, records management, purchasing or personnel administration.
  
• Knowledge of office practices and procedures; of office equipment; of administrative procedures relating to maintaining accounts. 
• Ability to develop effective office work procedures. 
• Ability to understand and follow oral and written instructions. 
• Ability to work independently, take initiative and provide quality customer service in person or over the phone. 
• Ability to exercise good judgment and focus on detail as required by the job.
• Ability to operate a computer with a working knowledge of Microsoft Office, Word, Excel, Power Point, Hansen software, Lagan CRM, and database software programs preferred.  

BOSTON RESIDENCY REQUIRED

TERMS:

Union/Salary Plan/ Grade: AFSCME/RA-14
Hours: 35 per week