Administrative Coordinator

City of Cambridge MA • Cambridge, MA

4d • Hybrid

About The Position

Reporting to the Director, the Administrative Coordinator will be responsible for providing administrative support to the department’s operations, which includes managing daily office operations, responding to inquiries from internal and external stakeholders, preparing and processing documentation and coordinating events and programs related to Emergency Communications. He person in this role will perform administrative duties requiring confidentiality, enhanced customer service skills, sound decision-making and problem-solving activities.

Requirements

• High school diploma or equivalency required.
• Three years of relevant work experience in office management.
• Excellent written and verbal communication skills; and copy-editing skills, with an attention to detail in spelling, grammar, and punctuation.
• Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Proficient in Microsoft Office suite and ither relevant software applications.
• Ability to exercise sound judgment and negotiate priorities with multiple supervisors.
• Ability to operate office equipment including copiers, fax, and scanners.
• Ability to interpret/familiarize self with Employee Manuals, Collective Bargaining Agreements, and City policies.
• Motivated and organized individual able to manage multiple projects on deadline in a busy work environment, often with frequent interruptions.
• Strong interpersonal skills and positive attitude. Ability to work cooperatively with internal and external stakeholders.
• Strong teamwork skills, including flexibility to fill in during scheduling emergencies and vacation periods.
• Adaptability and dependability to work well either individually or in a team situation.
• Strong customer service skills and commitment to public service.
• The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

Nice To Haves

• A bachelor’s degree from an accredited college or university or specialization in finance, business administration or coursework is strongly preferred.
• Supervisory experience or being a team lead is a plus.
• Knowledge and understanding of public safety and Cambridge.

Responsibilities

• Responsible for efficient daily administrative operation of the Emergency Communications Department, including preparing payroll, ordering supplies, preparing requisitions and bill payable schedules, assist with scheduling meetings, handling incoming and outgoing email and postal communications, maintaining document filing and electronic filing, responding to telephone/email/in-person public inquiries and other tasks as directed.
• Respond to internal and external stakeholders, including employees, vendors, community members and other governmental agencies, and ensure timely and accurate communication of information.
• Manage and maintain weekly attendance utilizing department scheduling system for the office as well as coordination of department attendance records for processing payroll. Collect and review department weekly timesheets for accuracy.
• Maintain accurate payroll records and calculations of standard and other work hours such as: sick leave balances, personal leave, administrative day and other leave adjustments, vacations, longevity, overtime pay hours, annual step increments, clothing and cleaning allowances, prorated benefits, and other miscellaneous wage and compensation tasks. Assist employees with payroll matters and questions relating to benefits and other available resources.
• Prepare and process requisitions and schedule of payments for invoices, employee reimbursements and, provide project status reports; preparing or processing employee requests, monthly reports and other reports as directed.
• Prepare and manage the necessary personnel transaction forms, vacancy job/description forms and other civil service employment forms as well as other employment related forms.
• Compose standardized correspondence and other documents from generalized instructions to conduct department business.
• Maintain inventory of equipment and supplies and ensure that necessary supplies are available for department operations.
• Work on special projects under the direction of the Director or designee.
• Perform other related duties as assigned.

Benefits

• Health, dental and vision insurance
• Vacation, personal and sick days
• Sick incentive pay eligibility
• Management allowance of $2700/year
• City employee commuter benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle membership)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED