Administrative Assistant

ABOUT THE DEPARTMENT OF HUMAN SERVICE PROGRAMS:

The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.

ABOUT THE ROLE:

DHSP’s Division of Community Schools is seeking an Administrative Assistant to collaborate with other departmental programs to strengthen partnerships among the divisions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Reporting to the Division Head for the Community Schools, the Administrative Assistant’s specific duties include, but are not limited, to the following:

Administrative

Provide administrative support to the division head, program managers and Community School directors

Manage and maintain database of camp license documentation and required staff documents related to State License of Community Schools Summer Camps (CORI/SORI, reference letters, health records, CPR & First Aid Certification)

Work with the Communications Manager to develop outreach materials and communications plan

Assist Community Schools directors with the staff hiring process for the After School Enrichment Program and Summer Camp as needed

Record all staff requests for time off on a central calendar, retain calendars for division records

Participation at job fairs and city events

Actively engage in and support DHSP’s Race and Equity Initiative

Fiscal/Payroll

Assume overall responsibility for vendor contracts, prepare contracts for vendor organizations, submit invoices for payment to fiscal department, and track monthly expenditures

Perform monthly tuition billing for all programs in collaboration with Community Schools directors

In conjunction with the division head and program managers, close out all contract cost centers at the end of the fiscal year

Track all payroll activities, notify Community Schools directors of new employee identification numbers and when active in payroll system

Distribute staff weekly payroll checks and direct deposit stubs

Recordkeeping/Reports

Participate in the Community Schools enrollment lottery process, including planning, data collection and reporting, communicating with families and working with programs

Assist with data collection and analysis

Coordinate with DHSP facility manager all requests for maintenance, repairs, and delivery of supplies for Community Schools Division

Submit to School Department permit requests for use of school space; be responsible for maintaining records of approved and pending permits for each Community Schools site

Design templates of various administrative forms; create share drive access by all Community Schools staff

Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

MINIMUM REQUIREMENTS:

Education and Experience

Minimum of 3 years of experience in an office setting

High School Diploma or equivalency required

Experience working with multiple diverse populations

Knowledge, Skills, and Abilities

Proficiency in Microsoft Word, Excel, Publisher and Smartsheet. The City may require that the successful candidate take and pass a computer skills proficiency test in these applications at hire or within 12 months of hire.

Knowledge of Department-wide online system for enrollment,

Strong communication and interpersonal skills

Proven ability to provide leadership with collaborative projects

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.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in related field or the equivalent combination of education, training, and experience preferred.

PHYSICAL REQUIREMENTS, WORKING CONDITIONS, WORK FLEXIBILITY AND ACCOMODATIONS:

• Ability to access, input and retrieve information from a computer.
• Ability to answer phones and maintain multiple files
• Ability to lift a minimum of at least 10 lbs.
• Ability to travel to meetings within the city
• Be comfortable to work primarily in a standard office environment with moderate noise level, telephones, personal computers, printers, and other office equipment.
• This position may be eligible for a hybrid work schedule under the City’s Telework Policy depending on operational needs.

Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

SUMMARY OF BENEFITS:

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Paid parental leave
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management Allowance, $2,700/year
• City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)

SUMMARY OF BENEFITS:

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Paid parental leave
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management Allowance, $2,700/year
• City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide