What are the responsibilities and job description for the Administrative Coordinator/Executive Department position at City of Cambridge, MA?
This is a 1-year position eligible for full benefits, with the possibility of extension based on business needs.
ABOUT THE ROLE & THE DEPARTMENT:
Working under the general supervision and direction of the Director of Administration and Operations, the Administrative Coordinator provides excellent customer service to the public and staff and supports a variety of office and staff functions. The person in this role will perform administrative duties requiring confidentiality, enhanced customer service skills, sound decision-making and problem-solving abilities, and will be required to have knowledge of the programs and services the various City Departments provide to the community and the City of Cambridge.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Specific duties include but are not limited to the following:
- Responsible for efficient daily administrative operation of the Executive Office, including preparing payrolls, ordering supplies, preparing requisitions and bills payable schedules, assist with scheduling meetings, handling incoming and outgoing email and postal communications, maintaining document filing along with on-line filing, responding to telephone/email/in-person public inquiries, and other tasks as directed.
- Answer telephones for the Executive Office and the City Hall main phoneline, strive to achieve first call resolution, and direct inquiries to appropriate departmental personnel, departments, or agencies; track computerized work order system and responds to inquiries from the public.
- Provide primary administrative and legislative support to the Executive Office with additional administrative support to the Communications Office and Executive Office staff.
- Perform tasks associated with various Executive Office priorities including but not limited to, Boards and Commissions, Customer Relationship Management (CRM’s) such as See Click Fix and Contact Us fulfillment, and event planning and management.
- Maintain the Executive Office files in accordance with the Commonwealth of Massachusetts Record Retention Schedule, including updating and purging files accordingly.
- Compose standardized correspondence and other documents from generalized instructions from staff. Administer and facilitate general interoffice and outgoing correspondence.
- Work on special projects under the direction of Executive Office staff.
- Perform other related duties and projects as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
MINIMUM QUALIFICATIONS:
Education and Experience:
College Degree and a minimum of 3 years of office administration experience required, with 5 years of experience preferred; or any equivalent combination of education, training, and experience.
Knowledge, Skills, and Abilities:
Excellent customer service skills.
Ability to communicate effectively and professionally with a diverse population in a fast-paced office.
Strong written and verbal communication skills essential; exceptional office management, organizational and interpersonal skills
Computer proficiency in Microsoft Word, Excel, and Outlook required.
Excellent typing skills, and ability to manage operations independently after initial work orientation required.
Demonstrated experience in project management and logistics, with the ability to handle end-to-end operations, coordinate resources, and ensure the smooth execution of events and projects is required.
Experience with work order or Customer Relations Management software desirable.
Ability to exercise sound judgment and negotiate priorities.
Capacity to work effectively with supervisors.
Knowledge of the Cambridge Community preferred.
Commitment to anti-racism, diversity, equity, and inclusion. 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.
PHYSICAL DEMANDS:
Ability to access input and retrieve information from a computer. Ability to operate office equipment including copiers, printers, and scanners. Executes multiple tasks involving keyboarding, telephones, writing, bending, reaching, and lifting of books and boxes of large files and documents (up to 10 lbs).
WORK ENVIRONMENT:
Standard office environment, which includes fluorescent lighting and air conditioning. Moderate noise level, which can elevate with phone calls and walk in members of the public. A busy office work environment characterized by multiple work demands from department staff and customers. Position may be eligible for hybrid work under the City's Telework Policy, depending on operational needs.
City of Cambridge residents are especially encouraged to apply.
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
