Job Description

The City of Worcester seeks qualified applicants for an Administrative Assistant, Gr. 5 within its Division of Planning & Regulatory Services for the Executive Office of Economic Development. Under the supervision of the Assistant Chief Development Officer for Planning & Regulatory Services, the position serves as the primary customer service support for the Planning Division, constantly communicating with diverse populations in various ways including greeting customers, answering phones, e-mails, and walk-in inquiries, and providing administrative support to various Boards and Commissions, including the Conservation Commission, Historical Commission, Planning Board, and Zoning Board of Appeals, along with long-range planning efforts. The Administrative Assistant is responsible for the management of both digital file databases and the organization and digitization of paper files and serves as the records access officer for the division.

Bilingual applicants are encouraged to apply.

ESSENTIAL ELEMENTS:

• Assist with processing monetary transactions, developing invoices, fee refunds, etc.
• Greet and direct customers and visitors
• Answer high volume phone calls, and as necessary redirecting phone calls to appropriate staff
• Order and take stock of office supplies, monitor office equipment, and schedule repairs
• Provide customer service to the general public regarding general inquiries (including application requirements, property and/or project information) and transactions for land-use boards/commissions
• Organize, track and manage current and archival documents for land-use filings with the Planning & Regulatory Services both digitally and physically (filing)
• Serve as the department’s records access officer ensuring public records requests are fulfilled in a timely manner, sensitive information is redacted, and appropriate staff are notified
• Provide clerical and administrative support to prepare legal notices, conduct mailings, and meeting agendas
• Assist in the preparation and review of meeting minutes
• Meeting scheduling, coordination, setup, and preparation
• General staff support
• Prioritize tasks and maintain organization while working with strict deadlines
• Collect, review and distributes mail, correspondence, and applications
• Other duties as required

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong organizational, interpersonal, and problem solving skills
• Strong data management skills
• Proficient in Microsoft Office Suite & Adobe Acrobat
• Proficiency with records research methodology and searching records through use of online databases
• Knowledge and experience providing excellent customer service
• Excellent verbal and written communication skills
• Detail-oriented, enthusiastic, and flexible
• Ability to work independently and as part of a team
• Ability to take initiative to identify opportunities for process improvement or streamlining work
• Ability to quickly learn new software and data management tools
• Ability to prepare reports
• Ability to maintain confidentiality
• Ability to establish and maintain excellent working relationships with diverse populations, organizations, and interests
• Ability to assist in preparing legal notices
• Ability to address questions and customer concerns via telephone, email, and in-person, in a consistently professional and courteous manner

MINIMUM REQUIREMENTS:

• Associate Degree in business or public administration, communications, legal studies, urban studies, liberal arts, or related discipline
  • An equivalent combination of education, training and four (4) years of experience which provides the required knowledge, skills, and abilities to perform the essential functions of the position will be considered in lieu of the above requirements.
• Two (2) years of customer service and clerical experience in an office setting
• One (1) year of experience communicating and working with populations diverse in language, socio-economic status, race/ethnicity and/or cultural backgrounds.
• Proficient with computers, including proficiency in Adobe Acrobat and Microsoft Office Suite
• Excellent communication skills

PREFERRED QUALIFICATIONS:

• Bachelor’s Degree in business or public administration, communications, legal studies, urban studies, liberal arts, or related discipline
• Three (3) years of customer service and clerical experience in an office setting
• One (1) year of experience conducting research, querying records, managing data, and/or process management
• Two (2) years of administrative experience in a public sector office setting
• Bilingual
• Notary public

SALARY RANGE: $25.11 – $30.43 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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