Administrative Coordinator
City of Cambridge, MA
ABOUT THE DEPARTMENT:
The Cambridge Emergency Communications Department (ECD) operates the City's Combined Emergency Communications and 911 Center (ECC) and Public Safety Information Technology (PSIT), located at the Robert W. Healy Public Safety Facility. ECC receives over 50,000 911 and other emergency type calls and alarms throughout the year and manages the coordinated dispatch of police, fire, and emergency medical services (EMS) as well as other resources. ECC staff handles over 180,000 non-emergency calls regarding quality-of-life issues related to noise, traffic, lost property and after-hour responses for City services and information. PSIT handles all IT maintenance, troubleshooting, and project management for Police, Fire and Emergency Communications.
ABOUT THE ROLE:
Reporting to the Director, the Administrative Coordinator will provide administrative support to the department’s operations, including managing daily office operations, responding to inquiries from internal and external stakeholders, preparing and processing documentation, and coordinating events and programs related to Emergency Communications. The person in this role will perform administrative duties requiring confidentiality, enhanced customer service skills, sound decision-making and problem-solving activities.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Specific duties/responsibilities include but are not limited to:
- Responsible for efficient daily administrative operation of the Emergency Communications Department, including preparing payroll, ordering supplies, preparing requisitions and bill payable schedules, assisting with scheduling meetings, handling incoming and outgoing email and postal communications, maintaining document filing and electronic filing, and responding to public inquiries.
- Respond to internal and external stakeholders, ensuring timely and accurate communication of information.
- Manage and maintain weekly attendance utilizing department scheduling system and coordinate department attendance records for payroll processing.
- Maintain accurate payroll records and calculations of work hours, assist employees with payroll matters and questions relating to benefits.
- Prepare and process requisitions, schedules of payments for invoices, employee reimbursements, and prepare project status and monthly reports as directed.
- Manage personnel transaction forms and conduct department business through standardized correspondence.
- Maintain inventory of equipment and supplies for department operations.
- Work on special projects under the direction of the Director or designee.
- Perform other related duties as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
MINIMUM REQUIREMENTS:
Education:
- High school diploma or equivalency required.
- Three years of relevant work experience in office management.
- Excellent communication and copy-editing skills with attention to detail.
- Organizational and time-management skills, with ability to prioritize multiple tasks.
- Proficient in Microsoft Office suite and relevant software applications.
- Ability to exercise sound judgment and negotiate priorities with multiple supervisors.
- Ability to operate office equipment.
- Ability to interpret Employee Manuals and City policies.
- Strong customer service skills and commitment to public service.
Preferred:
- Bachelor’s degree or specialization in finance, business administration or related coursework.
- Supervisory experience or being a team lead is a plus.
- Knowledge and understanding of public safety and Cambridge.
WORK ENVIRONMENT:
Standard office environment with moderate noise level. This position may be eligible for hybrid work under the City's Telework Policy.
PHYSICAL DEMANDS:
Ability to access, input and retrieve information from a computer and operate office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
SUMMARY OF BENEFITS:
- Health, dental, and vision insurance
- Vacation, personal and sick days
- Sick incentive pay eligibility
- Management allowance of $2700/year
- City employee commuter benefits
DOCUMENTS REQUIRED:
- Resume
- Cover Letter
The City of Cambridge is a diverse and vibrant community committed to antiracism, diversity, equity, and inclusion. Auxiliary aids and services will be provided to qualified individuals with disabilities upon request.
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