Child, Adolescent Health Administrative Assistant II

City of Boston Residency Required

Mission Statement

The mission of the Boston Public Health Commission (BPHC) is to work in partnership with communities to protect and promote the health and well-being of all Boston residents, especially those impacted by racism and systemic inequities. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of anti-racism and advance racial equity and justice through each of our bureaus, programs, and offices.

Job Description

• Under supervision of the CAHD Office Manager, performs complex clerical work for the Child and Adolescent Health Division.
• Schedules appointments for the CAHD Division Director and other key staff; facilitates referrals in clinical and non-clinical settings. Maintains calendar of meetings and events.
• Orders supplies including office, medical, pharmacy and other supplies, as needed for the CAHD programs and division. Ensures an adequate amount of office supplies.
• Supports the CAHD Office Manager in processing invoices; prepares and submits purchase orders as needed; checks all invoices for accuracy and supporting documentation and gathers and reviews client billing data for accuracy (health insurance, etc.). Checks accuracy of all relevant documentation and communicates instructions and needs with internal staff and internal and external stakeholders.
• Supports the CAHD Office Manager in maintaining and generating fiscal, payroll and personnel records and reports, including attendance records, timesheets and fiscal reports for funding agencies as necessary. Tracks and can report on vendor numbers in ReQlogic.
• Assists with coordination of and preparation for meetings; in-person meeting set up and cleanup. develops draft agenda items, copies and emails agenda and materials; orders refreshments; attend meetings on behalf of department when necessary.
• Assists with producing reports, including word processing and table/chart creation and with special MIS projects as needed. Assists program management in report and grant preparation.
• Sorts and distributes incoming and outgoing department correspondence, deliveries, faxes and mail.
• Answers telephones; responds to and accurately records telephone, Teams, and email messages and relays information to appropriate staff. Sets up electronic and physical filing systems; maintains files, and other materials, in an organized filing system. Oversee maintenance of office equipment (printers/copiers, shredders, other) and CAHD shared office space.
• May supervise and evaluate other staff; may oversee the training and orienting of new staff.
• Support staff in getting oriented to relevant processes and procedures
• May be required to work on special projects and assist other departments, or act as a department liaison as needed.
• Maintains confidentiality of client/patient information.
• Work to help BPHC become an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy.
• Performs other duties as required.

Minimum Qualifications

• 2 years full-time, or equivalent part-time, office experience
• Successfully completed education beyond the high school level (AD or BA) may be substituted for a maximum of one year of the required
• Experience working in public health, social services, human services or similar administrative role required.
• Proficiency in Windows and MS Office applications (MS Word, Excel, etc.)
• Typing proficiency required
• Excellent oral and written communication skills.
• Superior communication and customer service skills.
• Must be detail oriented, accurate, competent with figures and very organized.
• Passionate commitment to health equity and racial/social justice issues.
• Knowledge of or willingness to learn about the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes as well as strategies to advance racial justice and health equity.

PREFERRED QUALIFICATIONS:

• Business experience preferred (purchasing, billing, A/P, A/R).
• Experience with adolescent health issues
• Prior supervisory experience, including orienting and scheduling employees
• Bilingual and/or bicultural applicants strongly encouraged to apply.
• Valid driver's license

Additional Information

• City of Boston residency is required; Allston, Back Bay, Bay Village, Beacon Hill, Brighton, Charlestown, Chinatown, Dorchester, Downtown, East Boston, Fenway-Kenmore, Hyde Park, Jamaica Plain, Mattapan, Mid-Dorchester, Mission Hill, North End, Roslindale, Roxbury, South Boston, South End, West End, West Roxbury, Wharf district.
• A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for.
• Certain immunizations will be recommended and/or required prior to commencement of employment duties.
• Any position that requires an advanced degree will be subject to education verification.
• Certain positions at the BPHC may be Grant Funded.
• The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply.
• Certain positions at the BPHC may require Child Protective Service Background verification.
• The advertised shift and schedule are subject to change at the department's discretion.

Shift

9am-5pm, Hybrid.

Grant Funding Information

This position is not dependent on grants / external funding sources.

Pay Range

$813.53 - $972.24 / wk