School Administrative Secretary (CMAD)

Now Hiring Administrative Assistant for the City of Cambridge. This position will work with other departmental programs to strengthen partnerships among the divisions.

Key Responsibilities:
Administrative

• Provide administrative support to the division head, program managers and Community School directors
• Manage and maintain database of camp license documentation and required staff documents related to State License of Community Schools Summer Camps (CORI/SORI, reference letters, health records, CPR & First Aid Certification)
• Work with the Communications Manager to develop outreach materials and communications plan
• Assist Community Schools directors with the staff hiring process for the After School Enrichment Program and Summer Camp as needed
• Record all staff requests for time off on a central calendar, retain calendars for division records
• Participation at job fairs and city events
• Actively engage in and support DHSP’s Race and Equity Initiative

Fiscal/Payroll

• Assume overall responsibility for vendor contracts, prepare contracts for vendor organizations, submit invoices for payment to fiscal department, and track monthly expenditures
• Perform monthly tuition billing for all programs in collaboration with Community Schools directors
• In conjunction with the division head and program managers, close out all contract cost centers at the end of the fiscal year
• Track all payroll activities, notify Community Schools directors of new employee identification numbers and when active in payroll system
• Distribute staff weekly payroll checks and direct deposit stubs

Recordkeeping/Reports

• Participate in the Community Schools enrollment lottery process, including planning, data collection and reporting, communicating with families and working with programs
• Assist with data collection and analysis
• Coordinate with DHSP facility manager all requests for maintenance, repairs, and delivery of supplies for Community Schools Division
• Submit to School Department permit requests for use of school space; be responsible for maintaining records of approved and pending permits for each Community Schools site
• Design templates of various administrative forms; create share drive access by all Community Schools staff

Minimum Requirements:
Education and Experience

• Minimum of 5 years of experience in an office setting
• Experience working with multiple diverse populations

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Word, Excel, Publisher and Smartsheet
• Knowledge of Department-wide online system for enrollment, TRAX
• Strong communication and interpersonal skills
• Proven ability to provide leadership with collaborative projects
• 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 QUALIFICATIONS:

• Bachelor’s degree in related field or the equivalent combination of education, training, and experience

If you are passionate about working with children and ensuring their growth and development in a positive and nurturing environment, please apply today! Equal opportunity employer and welcome all qualified applicants.

Note: This is a 30 hour per week position. Must be flexible, available to work weekends and afternoons.

Apply today!

THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF 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. CITY OF CAMBRIDGE RESIDENTS ARE ESPECIALLY ENCOURAGED TO APPLY. 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. THE CITY IS COMMITTED TO ADVANCING A WORKFORCE CULTURE OF ANTIRACISM, DIVERSITY, EQUITY, AND INCLUSION.

CMAD

Job Type: Full-time

Pay: $22.00 - $26.75 per hour

Application Question(s):

• Are you willing to get CORI Checked (this is a requirement for this position)?

License/Certification:

• way of getting to Cambridge MA (job site location) (Required)

Work Location: In person

Salary : $22 - $27