What are the responsibilities and job description for the Administrative Assistant position at City of Cambridge, MA?
ABOUT THE DEPARTMENT OF HUMAN SERVICE PROGRAMS:
The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.
ABOUT THE ROLE:
DHSP’s Division of Community Schools is seeking an Administrative Assistant to collaborate with other departmental programs to strengthen partnerships among the divisions.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Reporting to the Division Head for the Community Schools, the Administrative Assistant’s specific duties include, but are not limited, to the following:
Administrative
Provide administrative support to the division head, program managers and Community School directors- Manage and maintain database of camp license documentation and required staff documents related to State License of Community Schools Summer Camps (CORI/SORI, reference letters, health records, CPR & First Aid Certification)
- Work with the Communications Manager to develop outreach materials and communications plan
- Assist Community Schools directors with the staff hiring process for the After School Enrichment Program and Summer Camp as needed
- Record all staff requests for time off on a central calendar, retain calendars for division records
- Participation at job fairs and city events
- Actively engage in and support DHSP’s Race and Equity Initiative
Fiscal/Payroll
Assume overall responsibility for vendor contracts, prepare contracts for vendor organizations, submit invoices for payment to fiscal department, and track monthly expenditures- Perform monthly tuition billing for all programs in collaboration with Community Schools directors
- In conjunction with the division head and program managers, close out all contract cost centers at the end of the fiscal year
- Track all payroll activities, notify Community Schools directors of new employee identification numbers and when active in payroll system
- Distribute staff weekly payroll checks and direct deposit stubs
Recordkeeping/Reports
Participate in the Community Schools enrollment lottery process, including planning, data collection and reporting, communicating with families and working with programs- Assist with data collection and analysis
- Coordinate with DHSP facility manager all requests for maintenance, repairs, and delivery of supplies for Community Schools Division
- Submit to School Department permit requests for use of school space; be responsible for maintaining records of approved and pending permits for each Community Schools site
- Design templates of various administrative forms; create share drive access by all Community Schools staff
Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.
MINIMUM REQUIREMENTS:
Education and Experience
Minimum of 3 years of experience in an office setting- High School Diploma or equivalency required
- Experience working with multiple diverse populations
Knowledge, Skills, and Abilities
Proficiency in Microsoft Word, Excel, Publisher and Smartsheet. The City may require that the successful candidate take and pass a computer skills proficiency test in these applications at hire or within 12 months of hire.- Knowledge of Department-wide online system for enrollment,
- Strong communication and interpersonal skills
- Proven ability to provide leadership with collaborative projects
- The City of Cambridge’s workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
PREFERRED QUALIFICATIONS:
- Bachelor’s degree in related field or the equivalent combination of education, training, and experience preferred.
PHYSICAL REQUIREMENTS, WORKING CONDITIONS, WORK FLEXIBILITY AND ACCOMODATIONS:
- Ability to access, input and retrieve information from a computer.
- Ability to answer phones and maintain multiple files
- Ability to lift a minimum of at least 10 lbs.
- Ability to travel to meetings within the city
- Be comfortable to work primarily in a standard office environment with moderate noise level, telephones, personal computers, printers, and other office equipment.
- This position may be eligible for a hybrid work schedule under the City’s Telework Policy depending on operational needs.
Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.
SUMMARY OF BENEFITS:
- Competitive health, dental, and vision insurance
- Vacation and Sick leave eligible
- Paid parental leave
- Sick Incentive Pay Eligible
- 3 Personal days
- 14 Paid Holidays
- Management Allowance, $2,700/year
- City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)
REQUIRED DOCUMENTS:
Please upload the following documents to complete your application:
- Resume
- Cover Letter
ABOUT THE CITY OF CAMBRIDGE
The City of Cambridge is a diverse and vibrant community that 120,000 residents of different ethnic, racial, religious, U.S. nationals and other backgrounds call home. We take pride in our City’s diversity and strive to create a workplace that is reflective of the community we serve - one in which all employees can thrive. The City is also deeply committed to creating an environment in which all our employees are treated equitably and feel included. In joining our team, you would work in a workplace environment that advances and values antiracism, diversity, equity, and inclusion (ADEI), and that is committed to embedding ADEI best practices and tenets in all aspects of our work. City of Cambridge residents are especially encouraged to apply to job openings.
EQUAL OPPORTUNITY / AFFIRMATIVE ACTION
The City of Cambridge is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, sex, religion, age, national origin, disability, or any other protected category. Women, minorities, veterans, members of the LGBTQ Community, and persons with disabilities are encouraged to apply. The City is committed to advancing a workforce culture of antiracism, diversity, equity, and inclusion. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request by contacting Human Resources at humanresources@cambridgema.gov.
Salary : $2,700