City of Boston

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Administrative Assistant

Req ID
2025-29333
Dept
Property Management
Position
Regular Full-Time
Location
Prm Property Management
Salary Min
56,416.08
Salary Max
78,409.99
Union
SU4
Openings
1
Posting End Date
9/11/2025
Contact Email
ashley.vassall2@boston.gov

Overview:

This is a provisional appointment.

 

Brief Job Description (essential functions of the job):

 

The mission of the City of Boston Property Management Department (PMD) is to manage, repair, and provide maintenance and security for the City’s municipal buildings, such as City Hall and the Old State House. PMD is also responsible for facility layout and space planning analysis for City departments, building security, events management, and the coordination of capital improvement projects for properties within our jurisdiction.

 

Under the direction of Program Managers, the Administrative Assistant provides a wide variety of administrative functions and support to the building maintenance programs.

Responsibilities:

  • Serves as Administrative Aide, arranging appointments, taking calls, answering inquiries, composing routine correspondence independently, and keeping confidential records and correspondence files.
  • Transcribes correspondence if required; types notices, official memoranda, and reports in connection with difficult and complex clerical duties.
  • Creates monthly reports for various city-owned and managed facilities.
  • Maintains inventory system, e.g. monitor supplies and checks stock to determine inventory level; anticipates supply needs; places orders for supplies and verifies receipt. Drafts/edits correspondence to vendors as required.
  • Verifies invoices against contracts. 
  • Coordinates work with Contracts Unit; informs Contract Unit of errors, discrepancies, etc.
  • Acts as backup and issues IDs using Employee ID System as required.
  • Processes work orders by entering information into network database including work order details, labor hours, supplies purchased, contractor costs and comments; monitors work order system to ensure timely processing and provides reports to supervisors. 
  • Performs related work as required.

Minimum Entrance Qualifications:

  • Two (2) years of full-time, or equivalent part-time, administrative experience in office management or administration or a closely related field.
  • Experience with maintenance worker orders.
  • Proficient in Microsoft Word and Excel.
  • Ability to exercise good judgment and focus on detail as required by the job.

 

BOSTON RESIDENCY REQUIRED

 

Terms:
Union/Salary Plan/Grade: SEIU/RL-15
Hours per week: 35

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The City of Boston is proud to be an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment. Therefore, qualified applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical or mental disability, genetic information, marital status, sexual orientation, gender identity, gender expression, military and veteran status, or other protected category.

The City of Boston has played a role in causing and perpetuating the inequities in our society. To break down these barriers, we are embedding equity and inclusion into everything we do.

We define equity as ensuring every community has the resources it needs to thrive in Boston. This requires the active process of meeting individuals where they are. Inclusion is engaging every resident to build a more welcoming and supportive city. We are building a city for everyone, where diversity makes us a more empowered collective.