This position serves as an administrative aid to the Human Resources Director, assisting in a wide variety of difficult and complex duties related to payroll and personnel records for employees of all units of the Age Strong Commission.  Position requires a high degree of confidentiality.

General:

• Supports the human resources, payroll, and administrative support functions for the Age Strong Commission.
• Works with leadership team to develop and promote equitable work and team environment.

Human Resources & Labor Relations:

• Assists in the maintenance of personnel and payroll records of department employees.
• Assists in processing hiring/promotion/termination documentation, time and attendance tracking, worker’s compensation, retirement, etc.
• Under the guidance of the Office of Human Resources, assists in processing medical and other  leaves.
• Assists in maintaining databases and tracking leaves.  Prepares reports as needed.
• Prepares and processes sick leave reports and letters in accordance with the City of Boston Attendance policy.
• Coordinates, conducts and attends trainings as directed.
• Assists with the processing of background checks: Criminal Offender Record Information (CORI) and Sexual Offender Registry information (SORI), fingerprinting, etc.
• Assist with employment and labor related matters including union grievance procedures and dispute resolution.
• May be requested to interpret union contracts and procedures, and Department regulations and policies to employees.

Payroll:

• Assists in the preparation and processing of weekly payrolls of department employees and volunteers.
• Reconciles weekly payroll and distributes same to appropriate staff for budget tracking.

Admin Support:

• Under the guidance of the Human Resources Director, supervises front desk coverage and call center operations.
• Acts as liaison between the Age Strong Commission, Property Management, and Department of Information Technology (DoIt) ensuring new and existing staff have the appropriate equipment necessary to perform their function. Ensures office set-up, changes, repairs and discarding of items as needed.    
• Collaborate with Administrative and Procurement Specialist to develop and maintain inventory control of supplies, furniture, and other materials, which may include: calculating materials needed; tracking supplies and alerting others when levels are low; organizing the storage of inventory; distributing supplies and inventories to staff, and/or related duties.
• As needed, serve as backup for procurement related work.
• Coordinate office functions at Age Strong’s City Hall location.  Responsible for the distribution of office supplies. 
• Serve as backup tech support on issues related to copiers and other equipment investigating and elevating issues as needed.

Other:

• Complies with City of Boston policies and procedures protecting client information and the confidentiality of the information.
• Performs related work as required.
• Under direction, plans work methods and procedures.
• Assists with Commission events as needed.

• Minimum of three (3) years of full-time, or equivalent part-time experience in human resources, clerical, office administration, or related field.
• Associates Degree may count up to one (1) year of required experience, Bachelor’s degree may count for up to (2) years of required experience.  
• Working knowledge of the City’s time and attendance policy preferred.
• Strong computer skills.
• Ability to set up and maintain appropriate record keeping and filing system.
• Ability to demonstrate and apply independent analytical and research skills.
• Ability to adhere to, and consistently comply with, strict timelines and deadlines pertaining to payroll submissions.
• Ability to maintain confidentiality.
• Professional, adaptable and collaborative attitude.
• Excellent interpersonal skills.
• Strong verbal and written communication skills. 
• Strong work ethic. 
• Comfortable multitasking and prioritizing tasks without guidance.
• Demonstrated commitment to high professional ethical standards and a diverse workplace.
• Problem solving ability.
• Ability to exercise good judgment and focus on detail as required by the job.
  

Subject to CORI, Sex Offender Registry, Finger Printing, and a Criminal Background check

Boston Residency Required

Terms: 
Union/PayGrade/PayScale:

SEIU, RL-16
Hours per week: 35