Administrative Assistant from EDA Staffing
Somerville, MA 02143
About the Job
Executive Administrative Assistant
Somerville, MA (on site position)
4 Month Contract Role (Covering someone on leave)
June 3 – July 5th: about 10 hours a week, ideally to overlap with our employee to learn the ropes
July 8 – October 4th: 40 hours a week
Statement of Duties
The Lead Executive Administrative Assistant is responsible for greeting visitors and maintaining / coordinating executive staff schedules and appointments. Employs exemplary customer service and diplomacy in all interactions. Answers the telephone, takes messages and assists constituents with various matters; orders supplies; creates purchase orders, pays bills, and monitors the office budget. Employee is required to perform all similar or related duties.
Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Leads Executive Administrative Assistant in accomplishing assigned work
Manages calendars and appointments for the Mayor
Manages calendars and appointments for City meeting rooms
Coordinates travel arrangements for Executive Staff
Answers telephone and directs calls
Opens, sorts and replies to email and paper correspondence, or refers as appropriate
Greets scheduled visitors and guide them to the appropriate location
Assists public with inquiries; connects them with other City staff and follows up as necessary
Monitors Executive Administration budget, pays invoices, and processes payroll
Organizes various events/receptions
Maintains, organizes and orders office supplies and monitors inventory
Maintains office equipment, kitchen and other office operational functions.
Supervision Required
Under administrative direction, working from municipal policies and objectives; individual establishes own performance standards and assumes direct accountability for results. Consults with supervisor only where clarification, interpretation, or exception to municipal policy may be required. The employee is responsible for departmental budget. The employee is also expected to attempt to resolve conflicts which arise and coordinate with others as necessary.
Supervisory Responsibility
Employee, as a regular and continuing part of the job, leads other workers in accomplishing assigned work and also performs non-supervisory work that is usually of the same kind and levels as is done by the group led. The work leader is responsible to his/her supervisor for assuring that the work assignments of other workers are carried out by performing duties which typically consist of most of the following: distributes and balances workload among employees in accordance with established workflow and job specialization; assures timely completion of work; instructs employees in specific tasks or explains work methods to be employed and indicated applicable reference material and guidelines; checks work progress and reviews completed work to see that instructions have been carried out; answers questions and resolves problems that arise in the work; provides on-the-job training to new employees; reports to the supervisor on disciplinary problems, performance and training needs of employees; resolves simple, informal complaints of employees and refers others to the supervisor; may approve leave for a few hours or for emergencies.
Accountability
The nature of the professional or technical work means that errors in analysis, techniques or recommendations would probably be difficult to detect. Consequences of errors, missed deadlines or poor judgment could result in excessive costs, delay of service delivery, or legal repercussions to the municipality.
Judgment
The work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices and precedents which may be complex or conflicting, at times. Judgment is used in analyzing specific situations to determine appropriate actions. Employee is expected to weigh efficiency and relative priorities in conjunction with procedural concerns in decision making.
Complexity
The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts or data using specialized fact-finding techniques; or determining the methods to accomplish the work.
Nature and Purpose of Public Contact
Relationships are constantly with co-workers, the public, groups and/or individuals such as civic leaders, peers from other organizations, and representatives of professional organizations. The employee serves as a spokesperson or recognized authority of the organization in matters of substance or considerable importance, including departmental practices, procedures, regulations or guidelines. May be required to discuss controversial matters where tact is required to avoid friction and obtain cooperation.
Confidentiality
Access to some departmental confidential information that is obtained during performance of essential functions, where the effect of any disclosure would probably be negligible or where the full significance of the overall confidential matter would not be apparent in the work performed.
Recommended Minimum Qualifications:
Education and Experience: Bachelor’s Degree and five to seven (5-7) years of related office administrative and supervisory experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
Knowledge, Abilities and Skill
Knowledge: Working knowledge of standard office procedures and practices; some knowledge of municipal government and elected officials; some knowledge of functions of various departments and community organizations.
Abilities: Ability to establish and maintain effective and harmonious working relationships with city officials and departments, state agencies and the general public; ability to communicate effectively in written and oral form; ability to establish and maintain complex record keeping systems; ability to operate a telephone and standard office equipment; ability to operate a computer and office software and master basic financial software programs for accounts payable and payroll functions; ability to maintain a positive attitude and use common sense.
Skill: Skill in operating computers and applicable word processing and statistical applications (Microsoft Office Suite); excellent customer service skills.
Physical and Mental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.
Physical Skills
Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)
Motor Skills
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.
Visual Skills
Visual demands include constantly reading documents for general understanding and for analytical purposes and routinely reviewing maps and blueprints with a need for color vision.
Somerville, MA (on site position)
4 Month Contract Role (Covering someone on leave)
June 3 – July 5th: about 10 hours a week, ideally to overlap with our employee to learn the ropes
July 8 – October 4th: 40 hours a week
Statement of Duties
The Lead Executive Administrative Assistant is responsible for greeting visitors and maintaining / coordinating executive staff schedules and appointments. Employs exemplary customer service and diplomacy in all interactions. Answers the telephone, takes messages and assists constituents with various matters; orders supplies; creates purchase orders, pays bills, and monitors the office budget. Employee is required to perform all similar or related duties.
Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Leads Executive Administrative Assistant in accomplishing assigned work
Manages calendars and appointments for the Mayor
Manages calendars and appointments for City meeting rooms
Coordinates travel arrangements for Executive Staff
Answers telephone and directs calls
Opens, sorts and replies to email and paper correspondence, or refers as appropriate
Greets scheduled visitors and guide them to the appropriate location
Assists public with inquiries; connects them with other City staff and follows up as necessary
Monitors Executive Administration budget, pays invoices, and processes payroll
Organizes various events/receptions
Maintains, organizes and orders office supplies and monitors inventory
Maintains office equipment, kitchen and other office operational functions.
Supervision Required
Under administrative direction, working from municipal policies and objectives; individual establishes own performance standards and assumes direct accountability for results. Consults with supervisor only where clarification, interpretation, or exception to municipal policy may be required. The employee is responsible for departmental budget. The employee is also expected to attempt to resolve conflicts which arise and coordinate with others as necessary.
Supervisory Responsibility
Employee, as a regular and continuing part of the job, leads other workers in accomplishing assigned work and also performs non-supervisory work that is usually of the same kind and levels as is done by the group led. The work leader is responsible to his/her supervisor for assuring that the work assignments of other workers are carried out by performing duties which typically consist of most of the following: distributes and balances workload among employees in accordance with established workflow and job specialization; assures timely completion of work; instructs employees in specific tasks or explains work methods to be employed and indicated applicable reference material and guidelines; checks work progress and reviews completed work to see that instructions have been carried out; answers questions and resolves problems that arise in the work; provides on-the-job training to new employees; reports to the supervisor on disciplinary problems, performance and training needs of employees; resolves simple, informal complaints of employees and refers others to the supervisor; may approve leave for a few hours or for emergencies.
Accountability
The nature of the professional or technical work means that errors in analysis, techniques or recommendations would probably be difficult to detect. Consequences of errors, missed deadlines or poor judgment could result in excessive costs, delay of service delivery, or legal repercussions to the municipality.
Judgment
The work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices and precedents which may be complex or conflicting, at times. Judgment is used in analyzing specific situations to determine appropriate actions. Employee is expected to weigh efficiency and relative priorities in conjunction with procedural concerns in decision making.
Complexity
The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts or data using specialized fact-finding techniques; or determining the methods to accomplish the work.
Nature and Purpose of Public Contact
Relationships are constantly with co-workers, the public, groups and/or individuals such as civic leaders, peers from other organizations, and representatives of professional organizations. The employee serves as a spokesperson or recognized authority of the organization in matters of substance or considerable importance, including departmental practices, procedures, regulations or guidelines. May be required to discuss controversial matters where tact is required to avoid friction and obtain cooperation.
Confidentiality
Access to some departmental confidential information that is obtained during performance of essential functions, where the effect of any disclosure would probably be negligible or where the full significance of the overall confidential matter would not be apparent in the work performed.
Recommended Minimum Qualifications:
Education and Experience: Bachelor’s Degree and five to seven (5-7) years of related office administrative and supervisory experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
Knowledge, Abilities and Skill
Knowledge: Working knowledge of standard office procedures and practices; some knowledge of municipal government and elected officials; some knowledge of functions of various departments and community organizations.
Abilities: Ability to establish and maintain effective and harmonious working relationships with city officials and departments, state agencies and the general public; ability to communicate effectively in written and oral form; ability to establish and maintain complex record keeping systems; ability to operate a telephone and standard office equipment; ability to operate a computer and office software and master basic financial software programs for accounts payable and payroll functions; ability to maintain a positive attitude and use common sense.
Skill: Skill in operating computers and applicable word processing and statistical applications (Microsoft Office Suite); excellent customer service skills.
Physical and Mental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.
Physical Skills
Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)
Motor Skills
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.
Visual Skills
Visual demands include constantly reading documents for general understanding and for analytical purposes and routinely reviewing maps and blueprints with a need for color vision.
Salary
28 - 38 /hour