Overview

Brief Job Description (essential functions of the job):

The Administrative Assistant is a key member of the Mayor’s Office of Returning Citizens (ORC). The mission of the Office of Returning Citizens is to help returning citizens recover from the trauma of incarceration, reclaim their dignity and purpose, and rebuild their lives through positive choices, incentives, and opportunities. The ORC aims to empower its clients to break the cycle of recidivism through hands-on case management and an extensive provider referral network.

While much of this work operates independently within the office, the Administrative Assistant position will provide cross-cutting support to all of Office of Returning Citizen’s work, and help to coordinate internal communications. Under the supervision of the Director, assists in a wide variety of administrative functions within ORC.

Responsibilities

• Coordinates the schedule for the Director daily as required.
• Oversees ORC operations, including incoming inquiries to the office, a calendar of department events, agendas for ORC staff meetings, keeping minutes during meetings, and submitting office reports and forms. 
• Receives and processes invoices from vendors.
• Manages vendor and affiliated business relations for the Office including customer service requests and issues.
• Generates requisitions, purchase orders, and non-orders.
• Maintains an electronic filing system for finance-related documents. 
• Assists with payments for ongoing ORC grants and contracts and procurement of goods and services. 
• Staffs opportunities to share ORC information/collateral such as conferences, public events, City of Boston open houses, etc.
• Other finance-related duties as assigned.
• Performs related duties as required.

Minimum Entrance Qualifications

• At least (2) two years relevant experience working in administration, accounting, business management, or business administration.
• An Associate's degree from an accredited college or university may be substituted for the required experience.
• Ability to plan, organize and process a high volume of work in a timely manner.
• Ability to communicate effectively and professionally both orally and in writing.
• Ability to identify and resolve problems according to accepted office procedures.
• Demonstrated ability to provide quality customer services in person and over the telephone; and to establish and maintain effective working relationships with co-workers and other employees.
• Familiarity with the needs of different artistic disciplines, particularly the needs of individual artists and creatives.
• Proficiency in Google products, including Mail, Google Drive, Docs, Sheets, Slides, and Calendar.
• Excellent written and verbal communication skills. Customer service experience is a plus.
• The ideal candidate must be very organized and self-motivated.
• Strong troubleshooting, problem-solving, and follow-up capabilities are a must.
• Ability to exercise good judgment and focus on detail as required by the job.
• Boston residency required.

Criminal background check (CORI/SORI) Required.

Boston residency required.

Terms:

Union/Salary Plan/Grade: Non-Union/MO-04

Hours Per Week: 35