The Public Art Administrative Assistant is a key member of the Mayor’s Office of Arts and Culture. The Mayor’s Office of Arts and Culture manages varied projects that interact with the public directly, through the work of artists, community meetings with other City departments, and through its commissions and physical and digital platforms for the arts. While much of this work operates independently within the office, the Public Art Administrative Assistant position is responsible for assisting in the finance and administration of MOAC’s larger and cross-cutting programs and events related to the Office’s Public Art team, including the centralizing and tracking of work as well as the coordination of internal communications. Under the supervision of the Director of Public Art, as well as the Director of Administration & Finance, this position assists in a wide variety of financial functions within MOAC with a focus on the function of the Public Art team.

• Provides contract management and coordination for the Public Art Team.
• Assists in the administration, scheduling, and tracking of payments for Public Art Team grants, contracts, and procurement of goods and services in coordination with Public Art Team leadership and the Administration and Finance team.
• Coordinates Public Art Team operations, including incoming inquiries, a calendar of events, agendas for team meetings, keeping minutes during meetings, and submitting reports and forms, as needed.
• Receives and processes vendor invoices in coordination with the Public Art and Administration and Finance teams.
• Assists the Public Art Team leadership and Director of Administration and Finance with financial reporting.
• Coordinates with the Public Art Team and Administration and Finance leadership to maintain an electronic filing system for finance-related documents.
• Works closely on financial matters with other City agencies and departments, including Purchasing, Audit, and Treasury, in coordination with Administration and Finance.
• Prepares and sends responses to public art inquiries by phone and email on behalf of MOAC, the Public Art Team, and the Boston Art Commission.
• Other administrative and finance-related duties as assigned.
• Performs related work as required.

• At least (2) two years of relevant experience working in arts administration, accounting, business management, or business administration.
• Must have a GED or High School Diploma.
• Experience with municipal procurement, contract administration, and/or grant dispersal is highly preferred.
• Experience with purchase orders/resource planning.
• Ability to plan, organize, and process a high volume of work in a timely manner.
• Ability to communicate effectively and professionally both orally and in writing.
• Ability to identify and resolve problems according to accepted office procedures.
• Demonstrated ability to provide quality customer services in person and over the telephone and to establish and maintain effective working relationships with co-workers and other employees.
• Familiarity with the needs of different artistic disciplines, particularly the needs of individual artists and creatives.
• Proficiency in Google products, including Mail, Google Drive, Docs, Sheets, Slides, and Calendar.
• Excellent written and verbal communication skills.
• The ideal candidate must be very organized and self-motivated.
• Strong troubleshooting, problem-solving, and follow-up capabilities are a must.
• Ability to exercise good judgment and focus on detail as required by the job.

C.O.R.I/S.O.R.I CHECKS REQUIRED

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: Non-Union/MO-4

Hours per week: 35