Executive Assistant (Public Safety Department)

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The mission of the Boston Public Health Commission (BPHC) is to protect, preserve, and promote the health and well-being of all Boston residents, particularly the most vulnerable. The BPHC envisions a thriving Boston where all residents live healthy, fulfilling lives free of racism, poverty, violence, and other systems of oppression. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of antiracism and advance racial equity and justice through each of our bureaus, programs, and offices.

The Executive Assistant to the Chief and Deputy Director of Public Safety:

• Manages the Outlook schedule and provides a daily list of scheduled activities along with supporting materials.
• Handles essential administrative tasks and office functions, including creating filing systems, ordering office supplies, typing, data entry, scheduling appointments and meetings, collecting and processing mail, answering telephones and directing inquiries to appropriate persons/departments, gathers and delivers documents to legal and administrative offices as necessary.
• Calls the overtime list as directed.
• Assists with time off request and SWAP process as it pertains to payroll/eTime.
• Acts as eTime/Payroll administrator for weekly processing of time and required/approved edits for all department members to meet weekly deadline for payroll processing. Distributes paychecks/paystubs as required.
• Acts as office liaison to IT regarding phones, computers and other office technology. Responsible for the content and maintenance of the Department's SharePoint pages, including the posting and updating of page materials and documents.
• Acts as office liaison to Human resources for payroll, benefits, recruiting and other matters as assigned.
• Liaison to Property Management.
• Provides assistance in monitoring office expenditures. Responsible for cost information that accurately reflects current and projected expenditures for the office.
• Composes and edits letters and reports, reviews correspondence for accuracy and completeness, replies to inquiries, and develops standard and form letters.
• Attends meetings with the chief and/or Deputy Director, takes notes and creates meeting minutes for distribution to meeting participants.
• Uses social media as directed and necessary to gather and collect information;
• Works in a confidential capacity with the Chief and Deputy Director. Regularly deals with confidential material of a highly sensitive nature, including collective bargaining, personnel and budgetary information.
• Provides administrative support for collective bargaining and may attend bargaining sessions to take notes.
• Working to help BPHC become an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy.
• Performs other duties as required.

Minimum Qualifications

MINIMUM QUALIFICATIONS

• High School diploma required; BA/BS strongly preferred. Experience may be substituted.
• 3 - 5 years' experience in a similar role in an executive support setting required.
• Must possess professional phone skills and excellent interpersonal skills.
• Expert knowledge and skills in MS Word, Windows, PowerPoint, Outlook and Excel required.
• Superior research skills required.
• Ability to write basic correspondence and reports required.
• Microsoft Dynamics and SharePoint experience preferred.
• Typing of min 50wpm required.
• Knowledge of office practice and procedures.
• Ability to self-organize daily schedule of tasks, to ensure timely completion.
• Ability to be flexible, in an environment of changing priorities.
• Promote health equity, inclusion, and diversity within the BPHC, department, and community.
• Knowledge of or willingness to learn about the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes as well as strategies to advance racial justice and health equity.

Additional Information

City of Boston Residency Required, A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for., The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply