Admin Assistant

City of Cambridge MA • Cambridge, MA

3d • Hybrid

About The Position

ABOUT THE CAMBRIDGE POLICE DEPARTMENT
The Cambridge Police Department is a dedicated and diverse group of professionals committed to working collaboratively with the community to make the City of Cambridge a safe and desirable place to live, work, worship, and visit. Our mission is to partner
ESSENTIAL DUTIES AND RESPONSIBILITIES
Duties include, but are not limited to, the following:
Serve as the primary point of contact for all visitors and callers to the Operations and/or Support Division.
Manage office administrative functions as directed by the Superintendent(s) or designee, including filing, ordering supplies, generating reports, and conducting research projects.
Receive, screen, and direct incoming telephone calls.
Research, compile, maintain, and safeguard complex and confidential departmental records and reports, including sick rosters and attendance records.
Coordinate the annual employee awards ceremony in collaboration with the assigned Commanding Officer.
Receive incoming mail; open, date-stamp, and distribute to appropriate staff; and handle routine correspondence.
Assist with scheduling meetings and coordinating calendars.
Perform other related duties as assigned.
MINIMUM REQUIREMENTS
High School Diploma or equivalent required; Associate’s degree preferred.
Minimum of one (1) year of relevant work experience.
Prior office experience with strong interpersonal, written, and verbal communication skills.
Demonstrated customer service and public-facing experience.
Proficiency with Microsoft Office applications (Outlook, Word, Excel).
The City may require the successful candidate to pass a computer proficiency test at hire or within twelve (12) months of hire.
Strong organizational and time-management skills.
Ability to present a professional image both in person and over the telephone.
Ability to receive and follow supervisory direction.
Ability to manage multiple tasks and adapt to changing priorities.
Highly organized, detail-oriented, and able to work both independently and as part of a team.
Availability to work overtime as needed.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
PHYSICAL DEMANDS
The employee must be physically able to operate standard office equipment, including computers, telephones, calculators, copiers, and fax machines. The position requires prolonged periods of sitting and computer use, the ability to access and retrieve information from electronic systems, and the ability to lift up to 20 pounds. Sufficient mobility is required to travel throughout the City of Cambridge attend trainings and seminars as necessary.
WORK ENVIRONMENT
This position operates in a general office environment with air conditioning and fluorescent lighting. Noise levels may be elevated during peak activity periods due to frequent phone calls and foot traffic. Equipment used includes phones, personal computers, printers, copiers, and fax machines. This position may be eligible for hybrid work under the City's Telework Policy, depending on operational needs.
REQUIRED DOCUMENTS:
Please upload the following documents to complete your application:
Resume
Cover Letter

Requirements

• High School Diploma or equivalent required; Associate’s degree preferred.
• Minimum of one (1) year of relevant work experience.
• Prior office experience with strong interpersonal, written, and verbal communication skills.
• Demonstrated customer service and public-facing experience.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel).
• The City may require the successful candidate to pass a computer proficiency test at hire or within twelve (12) months of hire.
• Strong organizational and time-management skills.
• Ability to present a professional image both in person and over the telephone.
• Ability to receive and follow supervisory direction.
• Ability to manage multiple tasks and adapt to changing priorities.
• Highly organized, detail-oriented, and able to work both independently and as part of a team.
• Availability to work overtime as needed.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Nice To Haves

• Associate’s degree preferred.

Responsibilities

• Serve as the primary point of contact for all visitors and callers to the Operations and/or Support Division.
• Manage office administrative functions as directed by the Superintendent(s) or designee, including filing, ordering supplies, generating reports, and conducting research projects.
• Receive, screen, and direct incoming telephone calls.
• Research, compile, maintain, and safeguard complex and confidential departmental records and reports, including sick rosters and attendance records.
• Coordinate the annual employee awards ceremony in collaboration with the assigned Commanding Officer.
• Receive incoming mail; open, date-stamp, and distribute to appropriate staff; and handle routine correspondence.
• Assist with scheduling meetings and coordinating calendars.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees