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Administrative Secretary

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City of Boston

3mo ago

  • Job
    Full-time
    Mid Level
  • Government & Politics
    People, HR & Administration
  • Boston

AI generated summary

  • You need 4 years in office administration, problem-solving skills, software proficiency, confidentiality, effective communication, teamwork, attention to detail, and Boston residency. Bilingual preferred.
  • You will assist the public, process documents, manage emails and calls, handle cashier functions, ensure compliance, and support team projects while maintaining excellent customer service.

Requirements

  • A minimum of four (4) years of full-time, or equivalent part-time, experience in office or business administration; appropriate educational substitutions may be made.
  • Ability to identify and resolve problems according to accepted office procedures; to provide quality customer service in person and over the telephone; and to establish and maintain effective working relationships with co-workers and other employees.
  • Ability to handle detailed information, interpret complex oral and written instructions, prepare reports, and plan, organize, and process a high volume of work in a timely manner to meet deadlines.
  • Ability to use software such as Excel, database applications, and Microsoft Office programs is preferred.
  • Ability to maintain confidentiality of sensitive data.
  • Ability to work as part of a team as well as independently.
  • Ability to deal with the public and communicate effectively orally and in writing required.
  • Bilingual preferred.
  • Ability to exercise and focus on detail as required by the job.
  • BOSTON RESIDENCY REQUIRED

Responsibilities

  • Interacts with general public on a daily basis in person at the front counter to assist in processing and notarizing documents and answering questions about the City Clerk’s Office and city services.
  • Responds to email requests for information and answer phones promptly to provide accurate information or route calls to the appropriate person or department.
  • Processes daily office mail on the same day to ensure all correspondence meets established filing and payment requirements.
  • Responsible for Doing Business As (DBA) renewal process forms, Claims, Domestic Partnerships, Declarations of Trust, Raffles, and other documents filed in the City Clerk’s Office.
  • Responsible for reviewing, processing, indexing, and scanning all business certificates on a daily basis, including all withdrawals and change of location filings and Domestic Partnership filings.
  • Works as a Cashier utilizing the iNovah Cashiering System.
  • Performs research and processes all Physician Registrations to ensure compliance with state statutes and city ordinances.
  • Ensures work is performed in a timely manner and with best customer service practices. Routes problems to supervisor as necessary. Works with supervisor to ensure accuracy of work and established timelines are met.
  • Works as a member of a team to perform all functions assigned by the City Clerk and immediate supervisor.
  • Participates in special projects as needed and performs other assignments as directed by immediate supervisor or City Clerk.
  • Performs related work as required.

FAQs

What is the primary mission of the City Clerk’s Office?

The primary mission of the City Clerk’s Office is to receive, file, record, and maintain all municipal records.

Who does the Administrative Secretary report to?

The Administrative Secretary operates under the general supervision of the Principal Administrative Assistant.

What kind of interactions should the Administrative Secretary expect?

The Administrative Secretary will interact with the general public daily, assisting in processing and notarizing documents and answering questions about the City Clerk’s Office and city services.

What are some key responsibilities of the Administrative Secretary?

Key responsibilities include processing daily office mail, reviewing and indexing business certificates, working as a cashier, and performing research related to Physician Registrations.

Is previous experience required for this position?

Yes, a minimum of four (4) years of full-time or equivalent part-time experience in office or business administration is required.

What skills are preferred for candidates applying for this role?

Preferred skills include proficiency in Excel, database applications, Microsoft Office programs, and bilingual abilities.

What is required regarding residency for candidates?

Boston residency is required for applicants for this position.

What is the work schedule for the Administrative Secretary position?

The work schedule consists of 35 hours per week.

Are there opportunities for participating in special projects?

Yes, the Administrative Secretary will participate in special projects as needed and perform other assignments directed by their immediate supervisor or the City Clerk.

Is there a focus on customer service in this role?

Yes, the Administrative Secretary is expected to provide quality customer service in person and over the telephone.

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City of Boston

A community of people serving our neighbors and our neighborhoods.

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10,001+
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Mission & Purpose

Public service is a noble calling: to help others, to make our communities stronger, and to uphold the public trust. As city employees, we see the results of our hard work in our own community— in street and infrastructure improvements, new buildings rising from the ground, safer and more prosperous neighborhoods, and happier, healthier children, families, and senior citizens. We may all come from different backgrounds, but we are connected through our passion for service. What we do at work today, and everyday, shapes the Boston of tomorrow. Join us! ​​​​ 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.