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Head Clerk & 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 of office experience, proficiency in MS Office, strong communication skills, ability to meet deadlines, confidentiality, teamwork, problem-solving skills, and Boston residency. Bilingual preferred.
  • You will assist the public with documents, answer inquiries, process mail, handle business certificates, manage cashier duties, ensure timely work, and collaborate with the team for various tasks.

Requirements

  • A minimum of at least four (4) years of full-time, or equivalent part-time, office experience.
  • Demonstrable proficiency with computer software, database applications, and Microsoft Office programs is preferred.
  • Ability to deal with the public and communicate effectively, both orally and in writing.
  • Organize and process a high volume of work in a timely manner to meet deadlines.
  • Ability to maintain confidentiality of sensitive data.
  • Ability to work as part of a team as well as independently.
  • Ability to exercise sound judgment and focus on detail as required by the job.
  • Identify and resolve problems according to accepted office procedures; provide quality customer service in person and over the telephone; and establish and maintain effective working relationships with co-workers and other employees.
  • Bilingual/Spanish preferred.
  • 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 reviewing, processing, indexing, and scanning all business certificates on a daily basis, including withdrawals, change of location, and domestic partnership filings.
  • Works as a Cashier utilizing the iNovah Cashiering System.
  • Ensures work is performed in a timely manner and with best customer service practices.
  • Routes problems to supervisor as necessary and 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.
  • Performs related work as required.

FAQs

What are the primary responsibilities of the Head Clerk and Secretary?

The Head Clerk and Secretary is responsible for filing all City Clerk documents, assisting the public with notarizing documents, processing office mail, reviewing and scanning business certificates, and providing customer service both in-person and over the phone.

What qualifications are required for this position?

A minimum of four years of full-time or equivalent part-time office experience is required, along with proficiency in computer software, database applications, and Microsoft Office programs. Strong communication skills and the ability to maintain confidentiality are also essential.

Is bilingualism a requirement for the job?

Bilingualism, specifically in Spanish, is preferred but not mandatory.

Who will I report to in this position?

The Head Clerk and Secretary will report to the Administrative Assistant.

What is the work schedule for this position?

The position requires a commitment of 35 hours per week.

Is there a residency requirement for this position?

Yes, Boston residency is required for this position.

What type of customer service skills are expected?

Applicants should demonstrate the ability to provide quality customer service in person and over the telephone, effectively communicate with the public, and establish positive working relationships with co-workers and other employees.

What tools or systems will I be using in this role?

You will be using the iNovah Cashiering System for cashier responsibilities, along with various computer software and database applications for processing and filing documents.

Will I be working as part of a team?

Yes, collaboration as part of a team to perform all assigned functions is expected in this role.

Are there opportunities for professional development or training?

The job description does not specifically mention professional development opportunities, but as with many public sector positions, training may be provided as necessary for job functions.

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City of Boston

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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.