Principal Administrative Assistant

Overview

This is a provisional appointment.

 

Brief Job Description (essential functions of the job):

 

Under the supervision of the Superintendent of Streets, performs work of considerable difficulty coordinating the Public Works Department contracts and budgets.  The Principal Administrative Assistant will analyze options for resolution of contracts while remaining neutral and facilitating an informal resolution during the processing for contracts and budgets.

 

Responsibilities

• Provides oversight, management, and analysis of department’s operational contracts.
• Develops, evaluates, and discusses available options for timely completion of contracts.
• Recommends and implements improvements to the contract workflow process to decrease turnaround times of processing contract documents.
• Facilitates, negotiates, and mediates contract compliance and departmental chargebacks.
• Oversees contract renewals for accuracy, meeting deadlines, and compliance.
• Acts as a liaison offering an informal channel of communication and provides departmental support with contract document inquiries.
• Performs informal investigations to ensure contractors are complying with the scope of work, City, and statutory compliance of all contracts. Makes recommendations to ensure compliance.
• Conducts compliance reviews as necessary. Ensures compliance with state and municipal ordinances and regulations are adhered to.
• Identifies complaint patterns and trends. Reports findings while preserving confidentiality.
• Maintains all necessary records and reports concerning investigation and action taken relative to complaints; maintains all records of the unit, e.g. personnel, budget, financial administration, etc.
• Performs related work as required.

Required to work any emergency as directed by the Chief of Streets or designee.

Minimum Entrance Qualifications

• At least four (4) years of full time, or equivalent part time, professional business experience in business or public management.  A bachelor’s degree in business, public management, or a related field is preferred and may be substituted for two (2) years of the required experience.
• Knowledge of processes and procedures necessary for effective contract management preferred. 
• Strong written and verbal communication skills. 
• A demonstrated proficiency with MS Office Suite application is preferred. 
• Ability to write in a concise and direct manner; to identify and resolve a variety of administrative problems relating to contract management; to recommend and implement changes in procedures as required; to prepare a variety of reports; to make presentations and communicate effectively to various staff involved in contract preparation; to establish and maintain effective working relationships with a variety of employees and departments. 
• Ability to exercise good judgment and focus on detail as required by the job. 
• Familiarity with City of Boston administrative and financial practices preferred. 

BOSTON RESIDENCY REQUIRED.

 

Terms:

 

Union/Salary Plan/Grade: SENA/MM1-8      

Hours per week:  35