Date of Posting: Tuesday, January 21, 2025
Department: Inspectional Services Department
Job Title: Administrative Assistant
Number of Vacancies: 2
Work Hours: Monday, Wednesday, Thursday 8:30AM-4PM; Tuesday 8:30AM-8PM; Friday 8:30AM-12:30PM
Union Eligible: Yes, AFSCME Local 3147
Salary/Hourly
$81,031.66-$101,289.58 (Salary determined by educational attainment per collective bargaining agreement)
Overview:
The City of Lynn seeks two efficient, detail-oriented, versatile, multitasking leaders to serve as an Administrative Assistant for the Inspectional Services Department. The Administrative Assistants will report directly to the ISD Director and ISD Coordinator and oversee administrative operations for the Inspectional Services Department.
Qualifications:
• High school diploma/Equivalency required; college degree preferred.
• Must have proven experience using MUNIS, SmartGov, UtilityDirect, Asset Essentials and management of time clocks and payroll.
• The ideal candidate is an independent problem solver who can manage multiple demands and prioritize the needs of the office and staff.
• Seeking a leader with flexibility, empathy, a strong work ethic, and a desire to take on multiple roles.
• Must possess exemplary customer service skills and display the ability to respectfully interact with the general public in addressing their business with the department.
• Bilingual/bicultural candidates are strongly encouraged to apply.
• When applicants are substantially similar in terms of qualifications, preference will be given to candidates who have resided in the City of Lynn for a continuous twelve-month period before the date of posting.
Duties and Responsibilities Include, but are not limited to:
• This position performs a variety of administrative functions to assist the Inspectional Services Coordinator, including but not limited to supervision of clerical staff, answering the phone, processing over the counter payments, payment of bills through Munis, and the receipt and distribution of department mail.
• Unusual situations are referred to the supervisor for advice and further instructions.
• Supervisor reviews work to remain aware of progress, work methods, and technical accuracy.
• Assists the Coordinator with the preparation of various department reports to submit to the Director of ISD.
• Direct Supervision of clerical staff.
• Management of bill payment for entire department.
• Works with Project Managers in funding of capital projects.
• Manages payment of utility bills through UtilityDirect.
• Entry and processing permits through SmartGov.
• Knowledge in the use of permitting portal for the Inspectional Division of ISD.
• Assists with maintenance of ISD’s records and files.
• Performs other work as required or assigned from time to time.
Knowledge, Ability, and Skills
• Ability to deal with the public responsibly and behave ethically.
• Working knowledge of Microsoft Office and other related computer software with proficiency in Microsoft Excel
• Highly detail-oriented with strong critical thinking and decision-making skills.
• Excellent listening skills.
• Conflict resolution and customer service training preferred.
• Fluency in English required, proficiency in an additional language (Spanish, Khmer, Haitian Creole, Arabic et al) highly desirable.
How To Apply
A completed application, including cover letter, can be submitted via:
- Email ([email protected])
- Regular Post
- In-Person at the Personnel Department, Room 307 in Lynn City Hall
If submitting via e-mail, please include the “JOB TITLE” in the subject line. Applications must be submitted by Monday, February 3rd or you will not be considered.
Job Title: "Administrative Assistant--ISD"
CLOSING DATE: MONDAY, FEBRUARY 3RD, 2025
* When applicants are substantially similar in terms of qualifications, preference will be given to candidates who have resided in the City of Lynn for a continuous twelve-month period prior to the date of posting.
The City of Lynn is an Equal Opportunity Employer!
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If you have any questions about the application process or need assistance, please call (781) 598-4000 or email us at [email protected].