Overview
Assigned to the Operations Division, the Administrative Assistant has a critical role in ensuring the Division’s efficient daily operations. This position provides clerical and administrative support, including managing schedules, handling correspondence, answering calls, coordinating travel, and maintaining organized records and files. Using a high level of confidentiality, this position facilitates key processes and supports the Bureau’s objectives. The ideal candidate is proactive, detail oriented, and capable of working independently to advance projects and handle sensitive information with discretion.
Responsibilities
PRE-EMPLOYMENT DRUG TEST REQUIRED
Terms
BOSTON RESIDENCY REQUIRED
Union/Salary Plan/Grade: SEIU/RL/15
Hours Per Week: 35
Assigned to the Operations Division, the Administrative Assistant has a critical role in ensuring the Division’s efficient daily operations. This position provides clerical and administrative support, including managing schedules, handling correspondence, answering calls, coordinating travel, and maintaining organized records and files. Using a high level of confidentiality, this position facilitates key processes and supports the Bureau’s objectives. The ideal candidate is proactive, detail oriented, and capable of working independently to advance projects and handle sensitive information with discretion.
Responsibilities
- Performs administrative functions related to the efficient operation of the office.
- Prepares agendas for meetings, directives, typing correspondence, and confidential reports.
- Telephone reception: transfers calls as needed, takes and delivers accurate, timely, and thorough messages, refers callers to outside other departments as needed.
- Responds promptly and appropriately to requests for assistance on additional projects.
- Handles responsibilities professionally, is cooperative, responsive, and polite.
- Manages the executive's schedule, follow-up tasks, and assists with travel reimbursement.
- Prepares, files, and maintains physical or electronic records and documents in required formats.
- Compiles and verifies information using standard procedures.
- Input data into a tracking database or system.
- Works closely with the Executive Assistant and serves as backup during their absence to ensure continuity of unit operations.
- May require occasional work outside of regular business hours, including evenings and weekends, based on operational and department needs.
- Performs related work as required.
- Minimum of three to four (3-4) years of full-time or equivalent part-time paid administrative support experience in an office environment.
- A High School Diploma or GED equivalent is required. An Associate’s degree may account for one (1) year of required experience, a Bachelor’s degree may account for two (2) years.
- It is strongly preferred that applicants have experience handling highly confidential information in an office setting.
- Excellent oral and written communication and organizational skills.
- Proficiency with Microsoft applications and Google Suite.
- Bilingual is a plus, but not required. (Spanish, Haitian Creole, Cape Verdean Creole, Chinese, and Vietnamese).
- Ability to prioritize tasks and manage multiple demands.
- Discretion and ability to handle confidential information.
- Professional demeanor and strong interpersonal skills.
- Ability to exercise good judgment and focus on detail as required by the job.
PRE-EMPLOYMENT DRUG TEST REQUIRED
Terms
BOSTON RESIDENCY REQUIRED
Union/Salary Plan/Grade: SEIU/RL/15
Hours Per Week: 35