Administrative Assistant II

The Environmental and Occupational Health (EOH) Division works to protect people from hazardous exposures in homes, workplaces, and public spaces, with a focus on promoting environmental justice and addressing environmental injustice. EOH responds to concerns of environmental issues such as asbestos, bedbugs, lead, chemicals and waste; regulates and permits asbestos contractors, biological laboratories, medical marijuana dispensaries, private water wells, funeral homes, certain waste disposal businesses (recycling, trash, junkyards), nail salons, indoor ice skating rinks, tanning salons, and body art establishments and practitioners; and operates occupational health programs to protect workers and limit harm to the environment with emphasis on nail salons, hair salons and auto shops. EOH also processes Burial Permits, issuing the official disposition, removal, or transportation permit for any person who dies within the City of Boston, playing a vital link in the respectful handling of the deceased and the maintenance of the city's official vital records. The Administrative Assistant II position is primarily responsible for smooth and timely processing of permits issued by EOH and other work in support of the EOH mission.

DUTIES

Under supervision, performs more complex clerical work for the program or department, involving a higher degree of decision making including:

• Processes permit applications for regulated individuals and industries including review of documents for completeness and accuracy, data entry, routing applications for review and approval, issuance of permits, and printing and mailing of permit certificates and related correspondence

• Performs typing and data entry; types memos, letters, reports and other materials, using word processing, for flyers, notices, reports, grant applications, etc.; may assist in developing and composing flyers and notices as needed

• Answers telephones; responds to and accurately records telephone messages and relays information to appropriate staff

• Sorts and distributes incoming and outgoing department correspondence, deliveries, faxes and mail

• Greets clients and the public in a professional manner. May escort visitors and/or clients to meeting rooms

• Maintains confidentiality of client/patient information

• Sets up filing systems; maintains files, and other materials, in an organized filing system

• Handles essential administrative tasks and provides program support when necessary

• Assists with coordination of meetings; maintains calendar of meeting and events; develops draft agenda items, copies and mails agenda and materials; orders refreshments; attends meetings on behalf of dept when necessary; records and

distributes meeting minutes

• Participates in team meetings

• Photocopies and mails program brochures, flyers, grant applications, and other correspondence to the public, community based organizations, vendors, etc.

• Ensures an adequate amount of office supplies

• Assists with producing reports, including word processing and table/chart creation and with special MIS projects as needed

• Assists program management in report and grant preparation

• Delegates clerical and administrative duties and coordinates work efforts of others

• May supervise and evaluate other staff; may oversee the training and orienting of new staff

• May be required to work on special projects and assist other departments, or act as a department liaison as needed

• Performs other duties as required.

This job description is based on the Administrative Assistant series. May be required to perform any and all duties and responsibilities of Administrative Assistant I1, as set forth in the BPHC Administrative Assistant Series.