City of Boston

Administrative Assistant - Elections

Req ID
2024-26305
Dept
Election Division
Position
Regular Full-Time
Location
Election
Salary Min
55,064.79
Salary Max
76,627.45
Union
SU4
Openings
1
Posting End Date
9/18/2024
Contact Email
eneida.tavares@boston.gov

Overview:

Under the direct supervision of the Chair of the Board of Election Commissioners, the Administrative Secretary will be responsible for performing various administrative duties and office support functions to assist in the day-to-day office management in the Election Department.

Responsibilities:

 

  • Maintaining the chair's schedule, calendar, and files.
  • Handling telephone calls for the Chief and Senior Staff. 
  • Preparing routine correspondence for the Chair and Senior Staff.
  • Coordinating mailings and assisting with special projects.
  • Maintaining a file of public records requests and fees collected.
  • Maintain the Election Department on social media sites, e.g., Facebook and Twitter, and the Election Department's E-newsletter.
  • Provide backup support in voter registration, serving customers, administering elections, and conducting the annual listing.
  • Provide backup support to the Department Human Resource Officer in payroll preparation.
  • Excellent oral and written communications and organizational skills.
  • Proficiency with Microsoft applications, and Google Suite.
  • Ability to exercise good judgment and focus on detail as required by the job.

The Administrative Secretary will also provide support for the Board of Election Commissioners, including:

  • Scheduling and posting all Board Meetings.
  • Recording and transcribing minutes of Board Meetings and maintaining records of same.
  • Work with the Board to ensure the Department website is routinely updated.
  • Will assist the Board and Senior Staff in researching and generating internal and external reports.
  • Other responsibilities as assigned by the Chair.
  • Performs any other related duties.

Minimum Entrance Qualifications:

  • At least four (4) years of full-time, or equivalent part-time, increasingly responsible secretarial experience.
  • A bachelor's degree is strongly preferred and may be substituted for two (2) years of the required experience.
  • Familiarity with municipal government and election operations preferred.
  • Strong writing skills and ability to compose correspondence efficiently and accurately.
  • Must be highly organized, outgoing, and possess a professional telephone demeanor.
  • Ability to exercise sound judgment and focus on detail as required by the job. Ability to maintain confidentiality, take initiative, assume
    responsibility, be flexible, and be creative
    .
  • Bilingual preferred (Spanish, Haitian Creole, Cape Verdean Creole, Chinese, and Vietnamese) are encouraged to apply.

 

Boston Residency Required. 

 

Terms: 

Union: SEIU, RL 15

35 hours per week

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