Responsibilities: The purpose of this position is to produce professional clerical work products and services for the City’s Human Resources Department. Highly responsible clerical, administrative and supervisory office duties of significant difficulty including independently maintaining and/or supervising the maintenance of financial, personnel, and other records, transcribing and producing customer quality correspondence and other routine documents, supervising other department clerical staff, and acting as a liaison with other city departments and divisions. Exercises responsibility for the maintenance, either manually or by computer, of important departmental reports, correspondence, and/or records requiring the careful recording, classification and compilation of information; posts and records information; updates data; checks, sorts, records and files various materials; maintains personnel files. May supervise and train department clerical staff. Assists staff, public and other departments in the furnishing of information and resolution of problems. Researches questions; handles unusual or difficult situations. Answers telephone and in-person inquiries, service requests and complaints from external and internal customers in a helpful, courteous and efficient manner. Ascertains the nature of the inquiry, service request or complaint. Those customers requiring assistance beyond the individual’s knowledge or experience are referred to the appropriate person or department. Composes and/or types from copy a variety of correspondence, memorandums, meetings and legal notices, orders, warrants, vouchers, purchase orders, permits, reports. Schedules appointments and meetings. Calculate and prepare weekly payroll for the department; maintain personnel records relating to sick leave, overtime, retirement, holiday leave, vacations, etc. Maintain records related to the department’s budget. Updates and compiles budget details, accounts and summaries; may monitor expenditures and balances within accounts; assists department head with preparation of annual budget; may prepare monthly, annual and quarterly reports. Order supplies. Communicates official plans, policies and procedures to staff and other City officials. Performs similar or related work as required, directed, or as situation dictates. Assists the public with applications and information as needed. Processes and maintains civil service applicants and appointees. Administers and performs tasks to assure procedural compliance with applicable Civil Service regulations. Prepares written job offers and notification of appointments. Performs recruitment tasks such as coordinating and placing advertisements, maintaining applicant logs, receive copies of all licenses from applicants, preparing correspondence and files, scheduling interviews and provides orientation packets. Answers the telephone, assists the general public daily and performs other clerical tasks. Must be accurate, thorough and well organized in working with detailed information; takes initiative to assure timely compliance with deadlines and the resolution of pending matters; maintains excellent working relationships with employees, supervisors and others with whom the position must work; must be able to maintain confidential information. Demonstrates a strong to a highly proficient use of computers, demonstrates excellent public relations and communications skills. Has access to department-level confidential information. Analyzes and prepares report results. Prepares transfers of funds from the School Department. Municipal Personnel Information System (MUNIS) liaison with the MIS Department. Supports HR staff and has general departmental knowledge. Process CORIs. Full job description available through Human Resources.

Qualifications: Associates degree or two years of post-high school training in business, secretarial science or related field; and five years of experience in general clerical and secretarial work, including at least one year of supervisory experience; municipal experience preferred; or any equivalent combination of education and experience. Must pass a Criminal Offenders Record Information (CORI), pre-employment physical with drug and alcohol test, and Background Check.

Salary: $66,506/yr includes excellent benefits (City pays 89% of HMO or 87.5% of PPO)

Deadline to Apply: April 24, 2024

Qualified candidates must submit a City of Waltham application, cover letter and resume:

City of Waltham

Human Resources Department

119 School Street

Waltham, MA 02451

781-314-3355

jobs@city.waltham.ma.us

Req 2023-39

Applicant selected must submit three (3) written and signed letters of recommendation within one week of accepting any offer. Letters may not be dated any older than two years and may not be from relatives. Emails are acceptable providing they come directly from the author’s email.

Job Type: Full-time

Pay: From $66,506.00 per year

Benefits:

• 457(b)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work setting:

• In-person
• Office

Ability to Relocate:

• Waltham, MA 02451: Relocate before starting work (Required)

Work Location: In person