Administrative Secretary

Job title:

Administrative Secretary

Company

Job description

Overview:Brief Job Description(essential functions of the job):The mission of the City Clerk’s Office is to receive, file, record, and maintain all municipal records. The City Clerk is responsible for the filing of business registrations, claims, domestic partnerships, trusts, notarizing documents, public records requests, and swear-in appointees of the Mayor to City Boards and Commissions and Constables. The City Clerk’s Office is also responsible for publishing the agenda for the City Council Meetings, recording all Council and related Mayoral actions, and editing and compiling the minutes of City Council Meetings. The Department also maintains the City Council document system database and publishes all ordinances and amended codes on a yearly basis.Under the general supervision of the Principal Administrative Assistant, the Administrative Secretary is responsible for the proper filing of all City Clerk documents.Responsibilities:

• Interacts with general public on a daily basis in person at the front counter to assist in processing and notarizing documents and answering questions about the City Clerk’s Office and city services.

• Responds to email requests for information and answer phones promptly to provide accurate information or route calls to the appropriate person or department.

• Processes daily office mail on the same day to ensure all correspondence meets established filing and payment requirements.

• Responsible for Doing Business As (DBA) renewal process forms, Claims, Domestic Partnerships, Declarations of Trust, Raffles, and other documents filed in the City Clerk’s Office.

• Responsible for reviewing, processing, indexing, and scanning all business certificates on a daily basis, including all withdrawals and change of location filings and Domestic Partnership filings.

• Works as a Cashier utilizing the iNovah Cashiering System.

• Performs research and processes all Physician Registrations to ensure compliance with state statutes and city ordinances.

• Ensures work is performed in a timely manner and with best customer service practices. Routes problems to supervisor as necessary. Works with supervisor to ensure accuracy of work and established timelines are met.

• Works as a member of a team to perform all functions assigned by the City Clerk and immediate supervisor.

• Participates in special projects as needed and performs other assignments as directed by immediate supervisor or City Clerk.

• Performs related work as required.

Minimum Entrance Qualifications:

• A minimum of four (4) years of full-time, or equivalent part-time, experience in office or business administration; appropriate educational substitutions may be made.
• Ability to identify and resolve problems according to accepted office procedures; to provide quality customer service in person and over the telephone; and to establish and maintain effective working relationships with co-workers and other employees.
• Ability to handle detailed information, interpret complex oral and written instructions, prepare reports, and plan, organize, and process a high volume of work in a timely manner to meet deadlines.
• Ability to use software such as Excel, database applications, and Microsoft Office programs is preferred.
• Ability to maintain confidentiality of sensitive data.
• Ability to work as part of a team as well as independently.
• Ability to deal with the public and communicate effectively orally and in writing required.
• Bilingual preferred.
• Ability to exercise and focus on detail as required by the job.

BOSTON RESIDENCY REQUIREDTerms:
Union/Salary Plan/Grade: SEIU/RL 14
Hours per week: 35

Expected salary

Location

USA

Job date

Sun, 29 Sep 2024 06:09:40 GMT

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