Executive Administrative Assistant

The Executive Administrative Aide is responsible for the provision of administrative services to the Executive Director in support of departmental goals and objectives and facilitates communication between the public and department staff; oversees the office including ordering supplies and assists financial aspects related to office supplies. 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.

• Provides administrative support services to the Executive Director including but not limited to the following:
  • Drafts and types letters for the Executive Director and the preparation of meeting materials, agenda’s etc.
  •  Schedules appointments and meetings for the Executive Director; screens messages both verbal and electronic.
  • Assists the Executive Director in preparation of meeting materials and presentations.
  • Answers and screens phone calls for the Executive Director.
• Provides administrative support services for the department’s Finance Director and Division Directors on a limited basis as requested and approved by the Executive Director.
• Assists visitors and callers with inquires.
  • Serves as back-up to the ZBA Administrative Assistant in covering the OSPCD front desk and phones
• Provides follow-up with constituents on various matters and with co-workers.
• Monitors expenditures of office budget.
• Orders supplies, monitoring inventory.
• Resolves administrative problems by analyzing information.
• Maintains time and attendance for department staff including tracking of time for grant reporting.
• Coordinates out-going department mail and distributes incoming mail.
• Coordinates the sale of various department publications and City maps.
• Coordinate space and set up for meetings as necessary.
• Maintains calendars for meeting rooms including 3^rd floor conference spaces, BOA Committee Room and BOA Chambers.
• Manages/Coordinates office operations including facilitating setup for IT communications and physical set up for new employees. Also assist in acclimation and orienting new employees and interns.
• Serves as theiaison between OSPCD and the Mayor’s Office for scheduling, meeting preparation, and related duties.
• Assists with the work of the ZBA Administrative Assistant, in preparing information for public meetings, as necessary and based on time availability

Education and Experience 

Bachelor’s degree and at least five (5) years of related experience is required.

Knowledge, Abilities and Skill

Knowledge: Working knowledge of office procedures and practices; some knowledge of city and elected officials; some knowledge of functions of various departments and non-profit 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; ability to maintain a positive attitude and use common sense.

Skill: Skill in operating computers and applicable word processing, presentation software and statistical applications; 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.

This position will remain open until filled. Send your resume and cover letter to:

City Hall Personnel Office
93 Highland Avenue
Somerville MA 02143
Fax: 617-666-4426
TTY: 1-866-808-4851
Email: employment_opportunities@somervillema.gov

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply. 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.

Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Nancy Bacci at 617-625-6600 x 2250 or nbacci@somervillema.gov.