Head Administrative Clerk

at  City of Boston

Overview:
Under the direct supervision of the Licensing Manager of the Licensing Board, the Head Administrative Clerk is responsible for Licensing Board and Alcohol Beverage Control Commission transactions with the following responsibilities:

Responsibilities:

• Works with the Executive Secretary to facilitate notice of the Board’s vote on transactional matters to licensees, attorneys, and other interested parties; ensures statutory notice requirements are adhered to and documented; facilitates delivery of approved applications to the Alcoholic Beverages Control Commission (the “ABCC”) and prepares approval documents for execution by the Board.
• Serves as liaison to ABCC regarding all applications before the Board, the status of ABCC review of the same, and works directly with applicants to obtain any necessary supplemental information.
• Tracks and monitors opening and closing of establishments throughout the City of Boston with a focus on monitoring trends and data at the neighborhood level. Monitors availability of alcoholic beverages licenses pursuant to the statutory quota. Monitors, tracks, and informs the Board of closings and cancellation of licenses and manages the active license list.
• Working with the Executive Secretary drafts correspondence to licensees regarding a variety of matters.
• Serves as point person for applicants and attorneys regarding the issuance of licenses and the supporting documentation necessary for the same, including various inspection notices and proof of liability insurance. Notifies the applicant or applicant’s attorney of missing information or documents. Enters information into the computer, i.e., manager’s name and details of license, etc., and generates license. Prints bills, acts as cashier and gives licenses to applicant or applicant’s attorney upon payment.
• Facilitates the printing of all types of licenses, renewal instructions/applications, and invoices. Assists in the processing of renewals for all types of licenses, including but not limited to creating renewal packets and filing of renewal applications with supporting documentation. Creates and prints labels from information in the Licensing database.
• Compiles reports/data about licenses in response to public record requests, requests from other agencies or departments, and requests from a Commissioner, the Board, or Executive Secretary. Assists the public in person and over the phone with questions regarding the Department, the processes of the office/Board, the application process, and any type of issue regarding disciplinary or business transaction hearings.
• Serves as part-time receptionist and cashier at the front counter; answers phone and routes calls to appropriate parties; receives license applications, forms, and other paperwork from the public while serving at the counter; and answers questions and offers assistance as required.

Minimum Entrance Qualifications:

• Four (4) years of full time, or equivalent part-time, office experience in work which involves the processing of transactions and the accurate preparation, tracking and maintenance of files and documents.
• Preferable if the candidate has good knowledge of departmental rules and regulations relative to the processing and issuance of licenses pursuant to Massachusetts General Laws Chapter 138 and 140; the Rules and Regulations of the Alcoholic Beverages and Control Commission; and of office practices and procedures, including but not limited to proper telephone and live customer service.
• Working ability to plan and organize work; process paperwork according to established procedures; maintain records and files; understand written and oral instructions; communicate effectively orally and in written form; prepare correspondence and mailings; accurately record and enter information into computer software programs; use office machinery such as copiers, scanner, computers, fax machines, printers, and cashiers; deal effectively and courteously with the general public; and establish and maintain effective working relationships with employees, constituents, and other City and governmental departments and agencies. Ability to multitask, prioritize, and follow-up.
• Ability to exercise good judgment and focus on detail as required by the job.

• Works with the Executive Secretary to facilitate notice of the Board’s vote on transactional matters to licensees, attorneys, and other interested parties; ensures statutory notice requirements are adhered to and documented; facilitates delivery of approved applications to the Alcoholic Beverages Control Commission (the “ABCC”) and prepares approval documents for execution by the Board.
• Serves as liaison to ABCC regarding all applications before the Board, the status of ABCC review of the same, and works directly with applicants to obtain any necessary supplemental information.
• Tracks and monitors opening and closing of establishments throughout the City of Boston with a focus on monitoring trends and data at the neighborhood level. Monitors availability of alcoholic beverages licenses pursuant to the statutory quota. Monitors, tracks, and informs the Board of closings and cancellation of licenses and manages the active license list.
• Working with the Executive Secretary drafts correspondence to licensees regarding a variety of matters.
• Serves as point person for applicants and attorneys regarding the issuance of licenses and the supporting documentation necessary for the same, including various inspection notices and proof of liability insurance. Notifies the applicant or applicant’s attorney of missing information or documents. Enters information into the computer, i.e., manager’s name and details of license, etc., and generates license. Prints bills, acts as cashier and gives licenses to applicant or applicant’s attorney upon payment.
• Facilitates the printing of all types of licenses, renewal instructions/applications, and invoices. Assists in the processing of renewals for all types of licenses, including but not limited to creating renewal packets and filing of renewal applications with supporting documentation. Creates and prints labels from information in the Licensing database.
• Compiles reports/data about licenses in response to public record requests, requests from other agencies or departments, and requests from a Commissioner, the Board, or Executive Secretary. Assists the public in person and over the phone with questions regarding the Department, the processes of the office/Board, the application process, and any type of issue regarding disciplinary or business transaction hearings.
• Serves as part-time receptionist and cashier at the front counter; answers phone and routes calls to appropriate parties; receives license applications, forms, and other paperwork from the public while serving at the counter; and answers questions and offers assistance as required