Administrative Assistant - Boston - ref. b06112515

Overview:

Under the general direction of the Chief of Staff, the Administrative Assistant will be part of a new team working to advance the goals of the Office of Police Accountability and Transparency (OPAT). OPAT was established in 2020 to provide a single point of entry for individuals with concerns or complaints related to the Boston Police Department and its officers and sworn personnel to be heard and responded to.

The Administrative Assistant will serve as the point of contact for the three (3) boards at OPAT. The position requires a high level of professionalism, diplomacy, patience, and confidentiality. The successful candidate needs to consistently communicate effectively and clearly, both orally and in writing.

Responsibilities:

• Provide administrative support to Senior Level Staff.
• Serve as the point of contact for board members.
• Schedule and arrange all monthly board and community meetings.
• Compile and distribute materials for all board and community meetings.
• Serve as the liaison at all board and community meetings as well as prepare meeting minutes and maintain confidential documents.
• Coordinate the retrieval of confidential documents from external agencies.
• Post meeting notices in accordance with Open Meeting Law.
• Assist with the preparation of documents, photocopying, and assembling documents.
• Assist with day-to-day administrative duties, including mail receipt and distribution.
• Occasionally, assist in the intake of complaints made directly to OPAT. This may include but is not limited to, interviewing the complainant, obtaining all necessary information to open the file, and identifying and framing the concerns.
• Performs related work as required.
• Occasional travel required.

Minimum Entrance Qualifications:

• High School Diploma or equivalent.
• Minimum of two (2) years experience working in an office setting, preferably in a busy work environment.
• Strong interpersonal skills and a willingness to work as part of a team.
• Exercise confidentiality and discretion with highly sensitive information and demonstrate sound judgment.
• Ability to communicate clearly and concisely, both orally and in writing.
• Able to work in a fast-paced environment.
• Ability to be resourceful and proactive when issues arise.
• Strong analytical and critical thinking skills.
• Demonstrate personal accountability.
• Ability to maintain well-organized case files and other materials.
• Contribute towards the success of others with organizational tasks.
• Independently manage project-based work.
• Ability to focus on detail as required by the job.
• Strong time-management skills to handle multiple tasks according to stated timelines in a busy office.
• Ability to think strategically and proactively.
• Experience with Microsoft Word, Excel, and PowerPoint, as well as the Google Suite, is preferred.

BOSTON RESIDENCY REQUIRED

Terms:

Hours per week: 35