Administrative Secretary

Overview

Brief Job Description

Under the direction of the Director of Operations or his/her designee, the Administrative Secretary will perform a variety of administrative and office support activities to ensure the proper functioning of Park Maintenance division.

Responsibilities

Assist the Director in a variety of administrative functions. Contact various constituent groups to obtain information and schedules. Responsible for daily updating of staff absences, various administrative sheets, daily payroll when needed, calendar updates, and other related work as assigned. Ability to scan, organize files, and create folders routinely. Ability to input information from emails, papers, scans, and fax into spreadsheets or online documents. Responsible for making outgoing phone calls, receiving incoming phone calls and arranging appointments. Serve as a liaison and representative of the Maintenance division, Department and other City of Boston entities. Update staff rosters, ballfield calendar schedules, attendance sheets, staff schedules. Ability to handle payroll and associated tasks on a regular basis. Maintain accurate records and works with Superintendents and employees in recording, scanning, and inputting information. Must gather a general knowledge of our Parks and Regional Superintendents. Independently compose routine correspondences, reports, and answer inquiries. Relay directives and information from the Director and General Superintendent of Parks. Able to input and retrieve data information from a computer. Record keeping and maintaining - online, digital, and office filing systems. Perform administrative tasks, such as photocopying, scanning, faxing, mailing documents, and sorting and distributing mail throughout the unit. Perform related work required.

Minimum Entrance Qualifications

Applicant must have at least minimum of three (3) years of experience, or equivalent part-time, administrative, or professional experience in the field of office or business administration. High School Diploma or equivalent is required. Proficient in Microsoft Office & Google Suite, with an emphasis on MS Word and Excel. Google Drive, Photos, Sheets, Docs, and Calendar required with the ability to understand a variety of computer systems. Effective written and verbal communication skills required. Ability to exercise good judgment and focus on detail as required by the job. Good organizational skills and attention to detail to detail preferred. Must be able to work independently in a fast-paced setting. Performs related duties as required. MA Driver's License required.

Boston Residency Required

Terms

Union: AFSCME/RA 14

Hours per week: 35