Administrative Assistant

Overview

The Administrative Assistant is a key member of the Mayor��s Office of Arts and Culture. The Mayor’s Office of Arts and Culture manages varied projects that interact with the public directly as well as through the work of artists, community meetings with other City departments, and through its commissions and physical and digital platforms for the arts. While much of this work operates independently within the office, the Administrative Assistant position is responsible for assisting in the finance and administration of MOAC’s larger and cross-cutting programs and events, centralizing and tracking MOAC’s work, and coordinating internal communications. Under the supervision of the Director of Administration & Finance, assists in a wide variety of financial functions within MOAC across several teams.

Responsibilities

• Coordinates the schedule for the Chief of Arts and Culture weekly, as required.
• Assists with payments for and administration of ongoing MOAC grants, contracts and procurement of goods and services.
• Oversees MOAC operations, including incoming inquiries to the office, a calendar of department events, agendas for MOAC staff meetings, keeping minutes during meetings, and submitting office reports and forms.
• Receives and processes invoices from vendors.
• Manages vendor and affiliated business relations for the Department including customer service requests and issues.
• Generates requisitions, purchase orders, and non-orders.
• Assists the Director of Administration and Finance with financial reporting.
• Assists other departments and teams within the Office with administrative work, both financial and otherwise.
• Maintains an electronic filing system for finance-related documents.
• Works closely on financial matters with other City agencies and departments including Purchasing, Audit, and Treasury.
• Staffs opportunities to share MOAC information/collateral such as conferences, public events, City of Boston open houses, etc.
• Other finance-related duties as assigned.
• Performs related work as required.
  
  

Minimum Entrance Qualifications

• At least two (2) years relevant experience working in arts administration, accounting, business management, or business administration.
• Must have a GED or High School Diploma.
• Experience with municipal procurement, contract administration, and / or grant dispersal is highly preferred.
• Ability to plan, organize and process a high volume of work in a timely manner.
• Ability to communicate effectively and professionally both orally and in writing.
• Ability to identify and resolve problems according to accepted office procedures.
• Demonstrated ability to provide quality customer services in person and over the telephone, and to establish and maintain effective working relationships with co-workers and other employees.
• Familiarity with the needs of different artistic disciplines, particularly the needs of individual artists and creatives.
• Proficiency in Google products, including Mail, Google Drive, Docs, Sheets, Slides, and Calendar.
• Excellent written and verbal communication skills.
• The ideal candidate must be very organized and self-motivated.
• Strong troubleshooting, problem-solving, and follow-up capabilities are a must.
• Ability to exercise good judgment and focus on detail as required by the job.
  
  

Boston Residency Required

Terms:

Union/Salary/Grade: MYO/MO-6

Hours: 35