CITY of SOMERVILLE Lead Executive Administrative Assistant in Somerville, Massachusetts
The Lead Executive Administrative Assistant is responsible for greeting visitors and maintaining / coordinating executive staff schedules and appointments. Employs exemplary customer service and diplomacy in all interactions. Answers the telephone, takes messages and assists constituents with various matters; orders supplies; creates purchase orders, pays bills, and monitors the office budget. Employee is required to perform all similar or related duties. Essential Functions The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Leads Executive Administrative Assistant in accomplishing assigned work Manages calendars and appointments for the Mayor Manages calendars and appointments for City meeting rooms Coordinates travel arrangements for Executive Staff Answers telephone and directs calls Opens, sorts and replies to email and paper correspondence, or refers as appropriate Greets scheduled visitors and guide them to the appropriate location Assists public with inquiries; connects them with other City staff and follows up as necessary Monitors Executive Administration budget, pays invoices, and processes payroll Organizes various events/receptions Maintains, organizes and orders office supplies and monitors inventory Maintains office equipment, kitchen and other office operational functions Recommended Minimum Qualifications: Education and Experience: Bachelor?s Degree and five to seven (5-7) years of related office administrative and supervisory experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Knowledge, Abilities and Skill Knowledge: Working knowledge of standard office procedures and practices; some knowledge of municipal government and elected officials; some knowledge of functions of various departments and community organizations. Abilities: Ability to establish and maintain effective and harmonious working relationships with city officials and departments, state agencies and the general public; ability to communicate effectively in written and oral form; ability to establish and maintain complex record keeping systems; ability to operate a telephone and standard office equipment; ability to operate a computer and office software and master basic financial software programs for accounts payable and payroll functions; ability to maintain a positive attitude and use common sense. Skill: Skill in operating computers and applicable word processing and statistical applications (Microsoft Office Suite); excellent customer service skills.