Records Administrator/Administrative Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

Specific duties include but are not limited to the following:

Point of Contact & Front-line Customer Service

• Oversee administrative operations of the Zoning & Development Division and Community Planning Division in CDD,
• Schedule meetings, directing incoming and outgoing email and postal communications, maintaining both physical and electronic documents, responding to telephone calls, and other tasks as directed.
• Weekly or as needed, staff the CDD front desk; direct calls and inquiries to appropriate departmental personnel, departments and strive to achieve first call resolution; track computerized work order system.

Planning & Program Responsibilities

• Coordinate administrative tasks for the Planning Board and other advisory committees, such as making and posting public notices, legal advertisements, notification panels, and meeting agendas, communicating with Board or committee members about meeting schedules, and distributing plans and other materials.
• Generate mailing lists and send notices associated with public hearings, meetings, and other information. Maintain specific pages of the CDD website that require frequent updates.
• Manage tasks associated with event planning for various activities of the divisions.
• Work on special projects managed by CDD staff as needed.

Records Information

• Maintain records and system for the official files, according to Commonwealth of Massachusetts Record Retention Schedule; update and purge files accordingly.
• Coordinate off site storage and retrieval of records

Fiscal Responsibilities

• Order and organize supplies; prepare purchase order requests and manage invoices.
• Manage orders associated with equipment needs and off-site storage.

Mail and Deliveries

• May collect mail from and make deliveries to Cambridge City Hall. Distributes mail to CDD divisions.
• Perform other related duties as assigned.

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

MINIMUM QUALIFICATIONS:

Education and Experience: High School diploma or equivalent; Associate degree preferred. A minimum of 3 years of office administration experience required, with 5 years of experience preferred; or any equivalent combination of education, training, and experience.

Essential Knowledge, Skills, and Abilities:

• Ability to work in a team environment with different types of professionals.
• Effective and professional written and verbal communication skills.
• Exceptional office management, organizational and interpersonal skills.
• Excellent customer service skills.
• Computer proficiency in Microsoft Office applications including Word and Outlook.
• Ability to manage operations independently after initial work orientation.
• Ability to exercise sound judgment, negotiate priorities and manage multiple simultaneous tasks and deadlines.
• Commitment to anti-racism, diversity, equity, and inclusion. 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 Knowledge, Skills, and Abilities:

• Familiarity with CMS-based websites, GIS programs, and other office applications (such as spreadsheets and mail merge).
• Familiarity with Massachusetts administrative laws and regulations, including Open Meeting Law, Public Records Retention Law, and other rules for municipal procedures.
• Experience managing large mailings and other public outreach activities.
• Experience working or interacting with a municipal urban planning office.

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).

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. A busy office work environment characterized by multiple work demands from department staff and customers. This position may be eligible for hybrid work under the City’s Telework Policy depending on operational needs.

OFFICE HOURS: Monday 8:30am-8:00pm, Tuesday-Thursday 8:30am-5:00pm, Friday 8:30pm-12:00pm. Work schedule may be flexible to include support at evening meetings.

DOCUMENTS REQUIRED:

Please upload the below documents to complete your application:

• Resume
• Cover Letter

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