Administrative Coordinator

ABOUT THE DEPARTMENT:

The Cambridge Community Safety Department (CSD) is  an evidence-informed program rooted in harm reduction and trauma-informed response principles that will provide behavioral health crisis response services to the City of Cambridge. The CSD will work toward operating 7 days a week and will respond to non-violent behavioral health and/or homelessness crises. Teams will use their combined training, department policies, knowledge, and lived experiences to provide immediate support. This is a new Department that will be consistently adapting the model based on data collected over time. The CSD will embody a growth mindset with a culture of constantly learning and growing.

ABOUT THE ROLE:

Reporting to the Assistant Director of Administration & Operations, 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 community safety. The person in this role will perform administrative duties requiring confidentiality, enhanced customer service skills, sound decision-making and problem-solving abilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Specific duties/responsibilities include but are not limited to the following:

• Responsible for efficient daily administrative operations of the Community Safety Department, including:
•  Preparing payrolls, ordering supplies, preparing requisitions and bills payable schedules, assisting with scheduling meetings, handling incoming and outgoing email and postal communications, maintaining document filing along with online filing, responding to telephone/email/in-person public inquiries, and other tasks as directed.
•  Respond to inquiries from internal and external stakeholders, including community members, elected officials, and other government 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.
• Answer telephones for the office, direct inquiries to the appropriate departmental personnel, departments or agencies as needed.
• 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 employment related forms.
• Coordinate and schedule meetings, conferences, and events, including preparing agendas, materials, and invitations, and ensuring that all logistical arrangements are in place.
• Assist in coordinating responder training schedule with the Learning & Data Coordinator.
• Assist in the development and implementation of community safety programs and initiatives, including coordinating public education campaigns and working with community partners to promote safety awareness.
•  Participate in the development and implementation of departmental policies and procedures and assist in ensuring compliance with relevant regulations and legislation.
•  Prepare and process purchase orders, invoices, and other financial documentation, and ensure that all expenditures are within budgetary constraints.
•  Maintain inventory of equipment and supplies and ensure that necessary supplies are available for departmental operations.
•  Assist Community Partnership team with newsletter and social media content creation
• Perform other related duties as assigned. 

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

Education and Experience:

• High School diploma or equivalency required.
• Minimum of 3 years of experience in an administrative role.

Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills; and copy-editing skills, with an attention to detail in spelling, grammar, and punctuation.
• Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Proficiency in Microsoft Office suite and other relevant software applications.
• Ability to exercise sound judgment and negotiate priorities with multiple supervisors.
• Ability to operate office equipment including copiers, fax, and scanners.
• Motivated and organized individual able to manage multiple projects on deadline in a busy work environment, often with frequent interruptions.
• Strong interpersonal skills and positive attitude. Ability to work cooperatively with internal and external stakeholders.
• Adaptability and dependability to work well either individually or in a team situation.
• Strong customer service skills and commitment to public service.
• The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PREFERRED QUALIFICATIONS:

• Five years of administrative experience
• Knowledge of Cambridge

PHYSICAL DEMANDS:

Ability to access input and retrieve information from a computer. Ability to operate office equipment including copiers, printers and scanners. Executes multiple tasks involving keyboarding, telephones, writing, bending, reaching, and lifting of books and boxes of large files and documents (up to 10 lbs). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Standard office environment, which includes fluorescent lighting and air conditioning. Moderate noise level, which can elevate with phone calls and walk in members of the public. Busy office work environment characterized by multiple work demands from department staff, and a great deal of customer interaction, and heavy call volume. This position may be eligible for hybrid work under the City’s Telework Policy depending on operational needs.  

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 (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle membership)

DOCUMENTS REQUIRED:

Please upload the below documents to complete your application.

• Resume
• Cover Letter