Administrative Coordinator

City of Cambridge • Cambridge, MA • 7h ago

The Cambridge Emergency Communications Department (ECD) The Emergency
Communications Department 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 be responsible for providing
administrative support to the department?s operations, which includes
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. He
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 the
following: Responsible for efficient daily administrative operation of
the Emergency Communications Department, including preparing payroll,
ordering supplies, preparing requisitions and bill payable schedules,
assist with scheduling meetings, handling incoming and outgoing email
and postal communications, maintaining document filing and electronic
filing, responding to telephone/email/in-person public inquiries and
other tasks as directed. Respond to internal and external stakeholders,
including employees, vendors, community members and other governmental
agencies, and ensure timely and accurate communication of information.
Manage and maintain weekly attendance utilizing department scheduling
system for the office as well as coordination of department attendance
records for processing payroll. Collect and review department weekly
timesheets for accuracy. Maintain accurate payroll records and
calculations of standard and other work hours such as: sick leave
balances, personal leave, administrative day and other leave
adjustments, vacations, longevity, overtime pay hours, annual step
increments, clothing and cleaning allowances, prorated benefits, and
other miscellaneous wage and compensation tasks. Assist employees with
payroll matters and questions relating to benefits and other available
resources. Prepare and process requisitions and schedule of payments for
invoices, employee reimbursements and, provide project status reports;
preparing or processing employee requests, monthly reports and other
reports as directed. Prepare and manage the necessary personnel
transaction forms, vacancy job/description forms and other civil service
employment forms as well as other employment related forms. Compose
standardized correspondence and other documents from generalized
instructions to conduct department business. Maintain inventory of
equipment and supplies and ensure that necessary supplies are available
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. Knowledge, Skills, and
Abilities: Excellent written and verbal communication skills; and
copy-editing skills, with an attention to detail

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