Job Description

The City of Worcester seeks qualified applicants for an Administrative Assistant (Administrative Assistant, Gr 7) for the Executive Office of Diversity, Equity, and Inclusion. Under the direction of the Chief Equity Officer, this position will be the first point of contact for visitors, fostering an inviting and comfortable visitor experience, and directing them to their appointments, meetings and assisting them with other needs while in the office. This position will be responsible for providing administrative and customer service support for a department of nine (9) staff. Administrative duties include but not limited to, accounting and payroll tasks, answering high volume phone calls, and as necessary, redirecting phone calls to appropriate staff, managing staff calendar and schedules as necessary.

Bilingual applicants are encouraged to apply.

ESSENTIAL ELEMENTS:

• Greet and direct internal and external visitors.
• Manage paid time off processes and process payroll.
• Process purchasing and accounts payable functions.
• Monitor department email account and manage departmental calendar and department employee schedules
• Answer high volume telephone calls in a friendly, professional manner, take messages with accuracy, transfer phone calls, and appropriately handle or refer questions and requests.
• Order and take stock of office supplies for department, monitor office equipment, and schedule repairs.
• Communicate requests to the appropriate internal support departments such as, Building Maintenance (heating and cooling issues), Information Technology (computer issues), Audio Visual technology (meeting room technical support), and mail room (package pickups and deliveries).
• Provide customer service to the general public and redirect to appropriate department.
• Meeting preparation including making room reservations and assisting with room set-up.
• Perform general staff support, document circulation and all other duties as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge and experience working with various technologies, including Microsoft Office Suite.
• Knowledge with computerized accounting and payroll systems.
• Ability to address customer concerns in-person, on the telephone and via email in a consistently professional and courteous manner.

• Ability to work with diverse organizations/interests, and to create and maintain effective working relationships with the public, City employees, and Department Heads.
• Ability to operate standard office equipment.

• Ability to learn, work hard, think creatively, and work collaboratively.

• Ability to take initiative to identify opportunities for process improvement or streamlining work.

• Discreet, ethical, and committed to maintaining a high degree of confidentiality.
• Excellent interpersonal and customer service skills.
• Budgeting, accounting, and payroll skills.

• Strong time management skills.
• Ability to manage multiple priorities/multitask in a fast-paced environment.
• Ability to work and communicate with diverse populations.

• Strong organizational, interpersonal, written, oral communication, problem solving skills.
• Detail-oriented, enthusiastic, and flexible.
• Proficient in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.

MINIMUM REQUIREMENTS:

• Associates Degree in Business, Public Administration, or related field

• Two (2) years of experience working in an office setting

• An equivalent combination of education & experience that provides the knowledge, abilities, and skills, to perform the required duties of the position
• Proficient with the use of computers; with experience using the entire Microsoft Office Suite and other office productivity software and equipment.
• Excellent communication skills

PREFERRED QUALIFICATIONS:

• Three (3) years of experience in an office setting
• Two (2) years of experience with customer service in an office setting
• Two (2) years of experience with payroll processing.
• Two (2) years of experience with accounts payable
• Experience with Workday platform

• Bilingual

SALARY RANGE: $27.54-29.45 hourly full-time, with an excellent benefits package.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

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