Records & Licensing Coordinator

City of Boston

1d•$25 - $27•Onsite

About The Position

This is a temporary position ending June 30, 2026. The role is not remote-based. It is office-based and requires hands-on work with physical and electronic files, including lifting and moving boxes. Under the direct supervision of the Licensing Manager, the Records & Licensing Coordinator will take primary responsibility for organizing, archiving, and maintaining all licensing records for the Licensing Board and alcohol licensing staff. This position will lead efforts to bring physical and digital files into compliance with retention policies, improve accessibility, and ensure accuracy. The role will also provide support for licensing applications, dockets, and other administrative tasks on an as-needed basis.

Requirements

Up to two (2) years of full-time, or equivalent part-time, office experience with maintenance of files and documents.
High school diploma or equivalent; associate’s degree preferred.
Experience with records management, filing systems, or administrative support work.
Strong organizational skills, attention to detail, and ability to create order from complex information.
Ability to work independently, set priorities, and meet deadlines.
Proficiency with Microsoft and Google Suite (Docs, Sheets, Forms).
Strong communication and collaboration skills.
BOSTON RESIDENCY REQUIRED

Nice To Haves

Familiarity with record retention requirements or document management systems is a plus.
Experience using the Infor Public Sector licensing database or similar permitting/licensing software preferred.

Responsibilities

Lead the review, reorganization, and archiving of physical and electronic licensing files.
Develop and maintain a consistent filing system to ensure easy retrieval and compliance with retention requirements.
Identify and correct errors or missing information in records.
Create new files and update existing ones in both digital and physical formats.
Coordinate with staff to ensure files are complete, accurate, and up-to-date.
Update and maintain file dockets.
Provide general clerical support, including scanning, filing, data entry, and document preparation.
Support staff with license issuance, payment processing, and record updates.
Answer phones and assist with front desk/reception coverage.
Prepare and organize materials for hearings and meetings, including docket preparation, as needed.
Assist with licensing application processing and organization, as needed.
Recommend and implement improvements to record-keeping procedures for greater efficiency.
Perform other related work as required.