What are the responsibilities and job description for the Administrative Assistant position at City of Northampton, MA?
Department: Mayor's Office
Job Status: Part-Time
Days Worked: Mon., Tue., Wed., Thu., Fri.
DEFINITION
We are seeking an Administrative Assistant To Northampton Reparations Study Commission (NRSC).
(Formerly Commission to Investigate Racialized Harms Perpetrated Against Black And African American Residents and Workers in Northampton, MA)
This temporary, part-time position provides administrative support to the NRSC.
The City of Northampton’s Mayor and City Council have jointly appointed a special commission of eleven (11) city residents to investigate the nature of racialized harms perpetrated against Black and African American Residents and Workers. This Commission is charged with presenting recommendations for initiatives that acknowledge historic wrongs and offer forms of redress that the city might take to ensure fair treatment, equal access to opportunities, and a state of well-being for current and future generations of Black people who reside, work, and learn in this community. This Commission was formed in response to the Northampton City Council’s Resolution R-23.239, which acknowledges Northampton’s complicity with the institution of slavery and racism and their harmful resonances.
The City of Northampton seeks a part-time staff person to provide support through administrative duties and coordination and preparation for forums and panels for up to 18 months in accordance with the NRSC. This position primarily involves working closely with the Commission’s Co-Chairs and members to maintain records, organize information, and coordinate logistics for commission events.
The Commission seeks applicants who thrive in a collaborative working environment with people of diverse backgrounds and who are committed to ethical DEI practices. This position calls for applicants with strong written and verbal communication skills, who are attentive to detail and accuracy, and who will meet expectations in a timely fashion. Applicants will especially be expected to effectively communicate through email and will be comfortable managing documents, spreadsheets, and survey forms. This position may ask applicants to regularly organize numerical information from numerous resources with assistance from the Commission. Applicants are encouraged to provide a sample of content illustrative of skills outlined in this post.
ESSENTIAL FUNCTIONS
Assists in setting the Commission’s schedule; prepares the Commission’s meeting agendas in coordination with the Commission’s Co-Chairs; posts meeting notices to the city calendar in accordance with Massachusetts Open Meeting Law; schedules and reserves meeting space; disseminates meeting materials related to agenda items as directed by the Commission’s Co-Chairs.
Coordinates and schedules guest speakers or testimony required by the Commission; and coordination and preparation for anticipated Commission forums and panels.
Attends and manages all potentially complex public, in-person, remote, and/or hybrid meetings and facilitates the technical aspects such as creating Zoom sessions and overseeing related audio/video software and equipment.
Writes and disseminates minutes of full Commission meetings and subcommittee meetings according to Massachusetts Open Meeting Law.
Conduct research pertaining to the Commission’s work and compilation of demographic and/or municipal records pertaining to residential, commercial, and other fields of information as directed by the Commission.
Perform administrative takes related to invoice payments for processing; orders or requests supplies and documents that support the Commission’s work.
Archives and maintains an index of all the Commission’s records.
Perform similar or related work as required.
MINIMUM QUALIFICATIONS
High School degree, including or supplemented by courses in office procedure and word processing, and more than three years, up to and including five years, of experience, preferably in a municipal office that deals with the public, or any equivalent combination of education and experience, required.
Knowledge: Knowledge of Open Meeting Law, Robert’s Rules of Order, City ordinances, codes, rules and policies; knowledge of the principles and practices of public administration and government organizations; knowledge of City government operation, organizational structure, elected officials and their functions; knowledge of local/regional affairs and issues.
Abilities: Ability to use Microsoft Word, Excel and Access and Adobe Acrobat; ability to use general office equipment; ability to produce written document with clearly organized thoughts; ability to work autonomously under time constraints; ability to listen well and communicate effectively with citizens and employees with varied educational backgrounds and values; ability to form a high level of trust with members of the Commission’s ability to comprehend and make inferences from written material; ability to prepare and present accurate and reliable reports that include findings and recommendations; ability to quickly learn and use new skills and knowledge brought about by rapidly changing information and/or technology; ability to demonstrate integrity, ingenuity and inventiveness in the performance of assigned tasks.
Skills: Skilled at meeting and dealing tactfully and effectively with the public; skilled at performing multiple duties simultaneously; verbal and written communication skills, including proper sentence construction, punctuation and grammar; skilled at establishing and maintaining effective working relationships. Superior knowledge of managing remote meetings via Zoom or other remote meeting software, including carving out waiting rooms, conference rooms, managing over 100 viewers at the same time, and ensuring that meetings are civil and respectful environments for all attendees.
MISC. INFORMATION
Please include a cover letter with your resume.
This is a 10-15 hours per week position.
Grade E; Hourly Rate Range: $21.21-$27.85
Anticipated Hiring Hourly Rate Range: $21.21-$24.01
This is a Part-time Non-Represented position.
~ Equal Opportunity Employer ~
Salary : $21 - $28
