Administrative Assistant

*PLEASE READ APPLICATION PROCEDURE BELOW PRIOR TO APPLYING

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answers all general calls concerning membership and directs calls to other retirement staff.
• Greet visitors at the front desk.
• Maintain the appearance and cleanliness of the reception area and kitchen.
• Performs other general office tasks, including responding to member inquiries via phone, mail, email, or in-person, writing letters, filing, scanning, scheduling appointments.
• Assist in obtaining medical records for disability applicants.  Send release forms to doctors and hospitals, track responses and follow up when necessary.
• Assist in annual outreach to vested-inactive members.  Contact members to verify their information is up to date and make appointments for members considering applying for superannuation. 
• Be available to provide needed support to remote staff by locating and scanning documents.
• Assist with mailings and operate the postage meter.
• Check daily mail and distribute mail to employees.
• Make copies of various written materials and ensure that the front desk is well supplied with all documents.  Create documentation packages for group presentations when needed.
• Maintain a record of all pending Superannuation applications.  Confirm that all applications are approved on monthly agendas and when retirees receive their first payment.
• Assist in completion of retirement applications and refund applications.
• Respond to requests for income verification statements, and reissue 1099s when needed.
• Keep up the organization of the file room, assist other employees as needed with scanning and filing.
• Related duties as assigned by the Executive Director

ESSENTIAL SKILLS:

• Ability to communicate orally and in writing with diverse populations.

• Strong attention to detail.

• Proficiency with Microsoft Office Suite, including Word, Outlook and Excel.

• A positive and welcoming attitude when assisting members of the community.

• Ability to work in a confidential environment as a reliable team member.  

• Multilingual skills in Spanish, Portuguese, Haitian-Creole, Mandarin, or any other language spoken by the Cambridge community preferred but not required.

PHYSICAL REQUIREMENTS:

Ability to access, input, and retrieve information from a computer.  Answer telephones and maintain multiple files.  May require lifting up to 25 pounds.  Reasonable accommodations may be made to allow individuals with disabilities to perform the essential functions. 

WORK ENVIRONMENT:

Work is conducted primarily in a standard office environment which includes fluorescent lighting, air conditioning, computers, and other standard office equipment, The position is 100% in-office.  Remote work is not available. 

SUMMARY OF BENEFITS:

• Comprehensive health and other benefits, consistent with those provided to City of Cambridge managerial employees including, including health, dental and vision insurance
• vacation, personal and sick days
• sick incentive pay eligibility
• management bonus of $2,700 per year
• 14 paid holidays and commuter benefits (T-Pass reimbursement).

APPLICATION PROCEDURE:

·         Email resume and cover letter to Chris Burns, Executive Director by Thursday, January 22, 2026, at cburns@cambridgeretirementma.gov