Admin Asst-Comm Dev/Housing

City of Springfield • Springfield, MA • 6h ago

Administrative Assistant- Comm Dev/Housing Position Purpose/Summary
Responsible for the independent exercise of administrative judgment and
decision, under authority specifically delegated by the department head,
in carrying out complex and highly responsible administrative and
clerical functions, procedures, assignments, and studies of major
departmental importance and consequences, and may involve collateral
responsibility for acting as confidential secretary to the department
head. Work is performed under general direction with review through
reports and conferences. Supervision may be exercised over clerical
employees. Essential Functions Supervises fiscal and clerical activities
of the Offices of Housing and Community Development, including serving
as main front office point of contact for the general public during
regular business hours Provides administrative and/or clerical support
to departmental programs and projects Attends to miscellaneous clerical
responsibilities, i.e. answers phones, provides assistance to walk-in
customers, sorts and distributes mail, orders and maintains accounting
of office supplies, assists with special projects and departmental
mailings, files Assists with general customer service concerns as
needed, including assisting customers with completion and submission of
program applications and providing referrals to relevant local social
service and/or housing programming Responsible for data entry and
maintenance of spreadsheets, and program files and/or records Assists
with outreach and programmatic correspondence, email blasts and mailings
Supports accounts payable activities; enters requisitions and schedules
payment when converted to purchase order; sends batches to Comptroller
Provides assistance updating departmental websites Provide assistance
with employee time tracking/management system Serves as receptionist to
Department Head; schedules meetings and fields phone calls Performs
related work as required Knowledge, Skills, and Abilities Considerable
knowledge of departmental programs, functions, operations, policies, and
procedures with respect to work performed Thorough knowledge of rules,
regulations, laws, and ordinances governing the work performed Thorough
knowledge of modern office practices, procedures, and equipment.
Considerable knowledge of the principles and practices of modern office
management and supervision Considerable general knowledge of the
organization, programs, functions, and interrelationship of the various
municipal departments Considerable knowledge of local housing and
community development related services and programming Working knowledge
of administrative analysis and research the preparation of
administrative reports Ability to carry out general and special studies
and assignments, requiring the organization of material and development
of work methods in areas where no standardized procedures exist Ability
to assemble, develop, evaluate, and analyze data in special
administrative and clerical areas, and to make recommendations affecting
policies and procedures based on this work Ability to develop, lay out,
install, and revise departmental clerical procedures and operations
Ability to make independent work decisions in accordance with governing
policy, law, rules, and regulations Ability to interpret departmental
policies, rules, regulations, and the laws under which it operates, to
subordinates and the general public Ability to enforce rules and
regulations firmly, tactfully, and impartially Ability to independently
compose departmental correspondence based on precedent, brief notations,
or general instructions Education and Experience High school diploma or
equivalent, including or supplemented by courses in general office work
Minimum of three years of experience in difficult and responsible
department clerical work, including considerable supervisory experience
Bilingual preferred

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