Administrative assistant recreation

Full job description

Posting Date:

6/10/24

Department:

DHSP - Recreation

Job Code:

A112 (ID# 930)

Sequence #:

701

Number of Hours Per Week:

30

Additional Work Hours Information:

Union Affiliation:

Non Union

# of openings:

1

Type of Employment:

Regular

Civil Service Type:

None

ABOUT THE DEPARTMENT OF HUMAN SERVICE PROGRAMS:

The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.

ABOUT THE ROLE:

The Administrative Assistant will provide daily administrative support to the Cambridge Recreation Division. The Administrative Assistant reports to the Division Head for Recreation and collaborates with other DHSP and community programs.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Support efficient daily administrative operation of the Cambridge Recreation Division, including but not limited to:
  • tracking all expenses across Recreation and reconciling monthly
  • ordering supplies
  • preparing contracts
  • processing invoices
  • handling incoming and outgoing email
  • maintaining document filing. (GDrive and/or SharePoint)
  • Collaborate with Recreation partners
• Assist with data management.
• Compose correspondence and other documents from communication templates.
• Work on special projects and events under the guidance of Recreation Director and managers
• Assist with hiring paperwork and on-boarding process for new staff.
• Create and maintain central calendar of recreation activities and special events.
• Actively participate in the Department’s Race and Equity Initiative
• Coordinate with DHSP’s Communications team to publicize Recreation programs.
• Support weekly payroll activities: collect and submit timesheets; assist with check distribution as needed; maintain accurate active payroll list for part-time seasonal employees.
• Maintain stock for office and facility supplies for the Recreation Office at Gold Star Pool.
• Attend a variety of meetings, committees, and events with internal and external stakeholders, as directed by the Recreation Director.
• Coordinate equipment needs and delivery for programs, events and facilities.
• Support Recreation front desk responsibilities as needed at various sites, including greeting visitors, point of sale system, bookings, answering phones and responding to public inquiries.

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

MINIMUM REQUIREMENTS:

Experience and Education:

• Minimum of 3 years’ experience in an athletic and/or office setting.
• Experience working with diverse populations.

Knowledge, Skills, and Abilities:

• Strong communication and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Self-starter who can adapt to the needs of a fast-paced work environment.
• 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.

PHYSICAL REQUIREMENTS, WORKING CONDITIONS, WORK FLEXIBILITY AND ACCOMODATIONS:

• Ability to lift a minimum of at least 30 lbs.
• Ability to operate a computer.
• Ability to work in office, aquatic and outdoor settings.
• Willingness to work some nights and weekends.
• Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

SUMMARY OF BENEFITS:

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Paid parental leave
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management Allowance, $2,700 paid biannually
• City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application:

• Resume
• Cover Letter

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ABOUT THE CITY OF CAMBRIDGE

The City of Cambridge is a diverse and vibrant community that 120,000 residents of different ethnic, racial, religious, U.S. nationals and other backgrounds call home. We take pride in our City’s diversity and strive to create a workplace that is reflective of the community we serve - one in which all employees can thrive. The City is also deeply committed to creating an environment in which all our employees are treated equitably and feel included. In joining our team, you would work in a workplace environment that advances and values antiracism, diversity, equity, and inclusion (ADEI), and that is committed to embedding ADEI best practices and tenets in all aspects of our work. City of Cambridge residents are especially encouraged to apply to job openings.

EQUAL OPPORTUNITY / AFFIRMATIVE ACTION

The City of Cambridge is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, sex, religion, age, national origin, disability, or any other protected category. Women, minorities, veterans, members of the LGBTQ+ Community, and persons with disabilities are encouraged to apply. The City is committed to advancing a workforce culture of antiracism, diversity, equity, and inclusion. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request by contacting Human Resources at .