Under the direction of the Human Resources Office Manager, the Head Clerk serves as the first point of contact for the Human Resources Department (OHR), and provides a wide variety of administrative and clerical duties.

• Answer a multi-line telephone system for the Office of Human Resources (OHR) with the responsibility to distribute written telephone messages.
• Answer questions from the general public regarding application procedures involving available City of Boston job positions.
• Greet and direct internal and external visitors; receive packages, envelopes, etc. and direct to appropriate personnel.
• Assisting in the organization, maintenance, and discarding of HR files in compliance with public records law .
• Maintain supply inventory/ordering for the OHR offices.
• Prepare various memoranda, and documents utilizing Microsoft Office programs, Google Suites, etc.
• Access City database for employee location telephone requests and general information.
• Assist with the distribution of MBTA passes and other materials related to programs administered by OHR.
• Assist in-person civil service applicants with the next steps in the process and gather necessary documentation to complete their application packets.
• Maintain comprehensive office files.
• Prepare departmental mailings as needed. Maintain comprehensive office files.
• Schedule appointments and provide general clerical assistance to office staff.
• Perform related work as required.

• High School Diploma or equivalent required.
• Three (3) years of full time, or equivalent part-time, experience in office or business administration.
• Knowledge of standard office practices and procedures.
• Advanced organizational skills when performing administrative activities such as booking meeting rooms, arranging transportation, receiving and sending mail and packages.
• Ability to meet deadlines, answer questions received from the general public, employees, etc., in a business-like manner and follow oral and written directions.
• May provide back up for clerical projects, or assist HR activities such as employee onboarding, interview coordination, training initiatives, and other special projects.
• Ability to exercise sound judgment and focus on details as required by the job.
• May conduct pre-employment screening interviews, check references and respond to routine questions on HR policy.
• Assists with planning and coordinating office-wide processes such as facilities maintenance, space planning, moves, equipment installations, and other events or projects with internal and external stakeholders.
• Working knowledge of Microsoft Office and Google Suite preferred.

Substitutions:
Business education from a recognized non-degree granting business school may be substituted for a maximum of one (1) year of the required experience. Successfully completed education toward a degree at a recognized school may be substituted for a maximum of two (2) years of the required experience.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: SEIU / RL-12

Hours per week: 35