Administrative Assistant, Recreation at City of Cambridge MA

Cambridge, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

07 Jul, 26

Salary

0.0

Posted On

08 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Fiscal tracking, Data collection, Payroll processing, Communication, Organizational skills, Attention to detail, Purchasing processes, Customer service, Event coordination, Record keeping, Interpersonal skills, Time management, Office operations, Collaboration

Industry

Government Administration

Description

ABOUT THE DEPARTMENT OF HUMAN SERVICE PROGRAMS: The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers. ABOUT THE ROLE: The Administrative Assistant will provide daily administrative support to the Cambridge Recreation Division. The Administrative Assistant reports to the Division Head for Recreation and collaborates with other DHSP and community programs. Cambridge offers a variety of recreational programming for children, youth, and teens. The division works closely with local athletic leagues and Cambridge Public Schools to support youth and high school athletic leagues and to co-sponsor events that encourage athletic exploration and skill-building. Staff also host a variety of family-friendly events, including outdoor movie nights during the summer, the Danehy Park Summer Concert Series, and the annual Danehy Park Family Fun Day. Additionally, the division supports people with disabilities through the Cambridge Program for Individuals with Special Needs and Camp Rainbow. ESSENTIAL DUTIES & RESPONSIBILITIES: Administrative/Fiscal: Support efficient daily administrative operation of the Cambridge Recreation Division, including but not limited to: tracking all expenses across Recreation programs and sites and reconciling monthly ordering supplies preparing contracts processing invoices handling incoming and outgoing email maintaining document filing (GDrive and/or SharePoint) Collaborate with the Department’s administrative and fiscal team to ensure smooth operations Assist with data collection and management. Coordinate equipment needs and delivery for programs, events and facilities. Maintain stock for office and facility supplies for the Recreation Office at Gold Star Pool. Support Recreation front desk responsibilities as needed at various sites, including greeting visitors, point of sale system, bookings, answering phones and responding to public inquiries. Demonstrate continuous effort to improve operations and streamline work processes Payroll/Personnel: Assist with hiring paperwork and on-boarding processes for new staff Support weekly payroll activities: collect and submit timesheets; assist with check distribution as needed; maintain accurate active payroll list for part-time seasonal employees. Program Support/Communications: Create and maintain central calendar of recreation activities and special events. Compose correspondence and other documents from communication templates. Work on special projects and events under the guidance of Recreation Director and managers Coordinate with DHSP’s Communications team to publicize Recreation programs. Actively participate in the Department’s Race and Equity Initiative Maintain positive relationships with Recreation partners Attend a variety of meetings, committees, and events with internal and external stakeholders, as directed by the Recreation Director. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. MINIMUM REQUIREMENTS: Experience and Education Minimum of 3 years’ experience in an athletic and/or office setting. Experience working with diverse populations. Knowledge, Skills, and Abilities Strong communication and interpersonal skills. Excellent organizational skills and attention to detail. Ability to both create and adhere to complex fiscal and purchasing processes. Self-starter who can adapt to the needs of a fast-paced work environment. 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. PHYSICAL REQUIREMENTS, WORKING CONDITIONS, WORK FLEXIBILITY AND ACCOMODATIONS: Ability to lift a minimum of at least 30 lbs. Ability to operate a computer. Ability to work in office, aquatic and outdoor settings. Willingness to work some nights and weekends. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions. SUMMARY OF BENEFITS: Competitive health, dental, and vision insurance Vacation and Sick leave eligible Paid parental leave Sick Incentive Pay Eligible 3 Personal days 14 Paid Holidays Management Allowance, $2,160/year City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership) REQUIRED DOCUMENTS: Please upload the following documents to complete your application: Resume Cover Letter

Responsibilities

The Administrative Assistant provides daily operational and fiscal support to the Recreation Division, including tracking expenses, processing payroll, and managing office supplies. They also coordinate program communications, assist with event logistics, and provide front-desk support to the public.