Head Clerk Secretary
Head Clerk Secretary
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Job Description
Overview:
The mission of the City Clerks Office is to receive file record and maintain all municipal records. The City Clerk is responsible for filing business registrations claims domestic partnerships trusts notarizing documents public records requests and swearin appointees of the Mayor to City Boards and Commissions and Constables. The City Clerks Office is also responsible for publishing the agenda for the City Council Meetings recording all Council and related Mayoral actions editing and compiling the minutes of City Council Meetings and all items related to the Lobbyist Registration and Regulation Ordinance. The Department also maintains the City Council document system database and publishes all ordinances and amended codes on a yearly basis.
Under the general supervision of the Administrative Assistant II the Head Clerk and Secretary is responsible for the proper filing of all City Clerk documents.
Responsibilities:
- Interact with the general public on a daily basis in person at the front counter to assist in processing and notarizing documents and answering questions about the City Clerks Office and city services.
- Respond to email requests for information and answer phones promptly to provide accurate information or route calls to the appropriate person or department.
- Process daily office mail on the same day to ensure all correspondence meets established filing and payment requirements.
- Responsible for reviewing processing indexing and scanning all business certificates on a daily basis including withdrawals change of location and domestic partnership filings.
- Work as a Cashier utilizing the iNovah Cashiering System.
- Ensure work is performed in a timely manner and with best customer service practices.
- Route problems to supervisor as necessary and work with supervisor to ensure accuracy of work and established timelines are met.
- Work as a member of a team to perform all functions assigned by the City Clerk and immediate supervisor.
- Serve as a backup to raffle and bazaar applications.
- Process GoingoutofBusiness applications.
- Serve as a backup to research and identify noncompliant physicians for registration with the City Clerks Office.
- Research to identify noncompliant Businesses throughout Boston for registration.
- Deliver city services to diverse populations.
- Interact with the Mayors Office of Small Business assisting new and existing business owners.
- Provide mobile outreach to city residents as needed.
- Perform related work as required.
Minimum Entrance Qualifications:
- A minimum of at least four 4 years of fulltime or equivalent parttime office experience.
- Demonstrable proficiency with computer software database applications Google Suite and Microsoft Office programs is preferred.
- Ability to deal with the public and communicate effectively both orally and in writing.
- Organize and process a high volume of work in a timely manner to meet deadlines.
- Ability to maintain confidentiality of sensitive data.
- Ability to work as part of a team as well as independently.
- Identify and resolve problems according to accepted office procedures.
- Provide quality customer service in person and over the telephone.
- Establish and maintain effective working relationships with coworkers and other employees.
- Bilingual preferred (Spanish Haitian Creole Cape Verdean Creole Chinese and Vietnamese).
- Ability to exercise sound judgment and focus on detail as required by the job.
BOSTON RESIDENCY REQUIRED
Terms:
Union/Salary Plan/Grade: SEIU/RL14
Hours per week: 35
Employment Type
Full-Time
