Administrative Assistant- Comm Dev/Housing

City of Springfield, MA•Springfield, MA

41d

About The Position

Responsible for the independent exercise of administrative judgment and decision, under authority specifically delegated by the department head, in carrying out complex and highly responsible administrative and clerical functions, procedures, assignments, and studies of major departmental importance and consequences, and may involve collateral responsibility for acting as confidential secretary to the department head. Work is performed under general direction with review through reports and conferences. Supervision may be exercised over clerical employees.

Requirements

Considerable knowledge of departmental programs, functions, operations, policies, and procedures with respect to work performed
Thorough knowledge of rules, regulations, laws, and ordinances governing the work performed
Thorough knowledge of modern office practices, procedures, and equipment.
Considerable knowledge of the principles and practices of modern office management and supervision
Considerable general knowledge of the organization, programs, functions, and interrelationship of the various municipal departments
Considerable knowledge of local housing and community development related services and programming
Working knowledge of administrative analysis and research the preparation of administrative reports
Ability to carry out general and special studies and assignments, requiring the organization of material and development of work methods in areas where no standardized procedures exist
Ability to assemble, develop, evaluate, and analyze data in special administrative and clerical areas, and to make recommendations affecting policies and procedures based on this work
Ability to develop, lay out, install, and revise departmental clerical procedures and operations
Ability to make independent work decisions in accordance with governing policy, law, rules, and regulations
Ability to interpret departmental policies, rules, regulations, and the laws under which it operates, to subordinates and the general public
Ability to enforce rules and regulations firmly, tactfully, and impartially
Ability to independently compose departmental correspondence based on precedent, brief notations, or general instructions
Ability, as required, to type accurately and with moderate speed from copy of more than average difficulty
Ability to maintain clerical records, and to make computations and tabulations, of considerable complexity, and to make reports based on this work
Ability to establish and maintain effective working relationships with administrative officials, subordinates, and the general public
Ability to express oneself clearly and concisely orally and in writing
High school diploma or equivalent, including or supplemented by courses in general office work
Minimum of three years of experience in difficult and responsible department clerical work, including considerable supervisory experience

Nice To Haves

Bilingual preferred

Responsibilities

Supervises fiscal and clerical activities of the Offices of Housing and Community Development, including serving as main front office point of contact for the general public during regular business hours
Provides administrative and/or clerical support to departmental programs and projects
Attends to miscellaneous clerical responsibilities, i.e. answers phones, provides assistance to walk-in customers, sorts and distributes mail, orders and maintains accounting of office supplies, assists with special projects and departmental mailings, files
Assists with general customer service concerns as needed, including assisting customers with completion and submission of program applications and providing referrals to relevant local social service and/or housing programming
Responsible for data entry and maintenance of spreadsheets, and program files and/or records
Assists with outreach and programmatic correspondence, email blasts and mailings
Supports accounts payable activities; enters requisitions and schedules payment when converted to purchase order; sends batches to Comptroller
Provides assistance updating departmental websites
Provide assistance with employee time tracking/management system
Serves as receptionist to Department Head; schedules meetings and fields phone calls
Performs related work as required