Executive Assistant to the Building Commissioner

City of Springfield•C241-Building, MA

About The Position

The primary purpose of this role is to support and provide confidential executive-level support to the Building Commissioner with the day to day operations. This position will assist with clerical duties, meeting preparation and special assignments assigned by the Building Commissioner or their designee. With little or no supervision, employees in this classification function at expert level and are accountable for the accuracy of both routine and non-routine, sensitive administrative support duties performed and analyze complex administrative problems and recommends solutions as dictated by the department. Work is performed under the direction of the Building Commissioner. Supervision is exercised over other employees.

Requirements

Expert knowledge of functions and operations of the department’s activities.
Expert knowledge of governmental purchasing, personnel and accounting procedures.
Considerable knowledge of the organizational structure and functioning of municipal government.
Expert knowledge of business writing including spelling, grammar, and punctuation.
Complete knowledge of modern office practices, procedures and functions.
Thorough knowledge of the principles of office management and supervision and ability to apply this knowledge to work problems.
Ability to plan, organize, and coordinate schedules and meetings.
Ability to keep complex records and to prepare periodic reports from such records.
Ability to establish and maintain effective working relationships with other employees.
Ability to make decisions with considerable independent judgment in regards to departmental policies and operations, particularly in the areas of processing payrolls, contracts, accounts payable and financial statements, and in the areas of specialized divisions of the department.
Ability to develop, plan, and install clerical procedures and operations specific to the department.
Ability to understand, follow and supervise written and oral instructions.
Ability to perform mathematical computations and tabulations accurately and efficiently
High school diploma or equivalent, including or supplemented by courses in institutions of higher learning and/or related trainings
Five (5) to seven (7) years progressively responsible experience in administrative support functions including extensive experience in municipal government.
One (1) to three (3) years in a senior clerical support capacity; or an equivalent combination of training and experience

Nice To Haves

associate’s degree in business administration preferred.

Responsibilities

Performs research and administrative staff work for the Building Commission.
Assist with clerical duties such as answering the phone, opening and responding to mail, responding to public requests, responding to daily emails and all other duties as requested.
Assist with scheduling and preparing for meetings.
Develops and establishes new and revised administrative and clerical policies and procedures.
Composes correspondence for the Commissioner, both independently and based on precedent, brief notations or oral instructions.
Analyses, summarizes, and condenses a variety of source materials, reports, statistics and similar materials, including that which is computer generated.
Implements, operates, and maintains the Code Enforcement Department’s Building Division computerized programs and reporting functions through the Munis System.
Supervises the clerical, fiscal and accounting activities of the department, including budgetary, personnel, payroll, purchasing and supply related activities
Prepares bid proposals and purchasing contracts relative to building condemnation and debris removal activities.
Provides extensive customer service including telephone and counter work.
Provides ongoing development assisting the Commissioner in planning for new computerization of department systems which now includes the Accela Automation system.
Assists the support staff by issuing permits, letter writing, computer work, and generating monthly reports in an ongoing manner.
Works directly with the Zoning Division including computer input, letter writing, and dissemination of related verbal and written information.
Attends meetings with other Departments and the Commissioner to assist him on budgetary and Code Enforcement personnel issues.
Conducts interviews for all clerical positions and follow-up training when they are hired, and as necessary.
Explains all city policies to newly hired employees and keeps all employees records, including attendance records for all employees.
Preforms a variety of complex, highly visible, and specialized administrative functions, e.g., analyzing sensitive data, typing, reports processing, and documentation verification.
Plans, initiates, researches, and completes highly complex administrative duties.
Supervises the work unit’s support staff, directing work flow, reviewing generated work for accuracy and quality.
Expedites the unit’s work to take care of fluctuating workloads.
Ensures office coverage during normal business hours.
Performs other duties as required.