Administrative Assistant II - Healthy Baby Healthy Child - Boston Public Health Commission

In addition to all duties in Administrative Assistant I, Administrative Assistant II will perform these duties:


* Working to help BPHC become an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy.
* Under supervision, performs more complex clerical work for the program or department, involving a higher degree of decision making.
* Organizes, coordinates and manages Welcome Family office operations. Handles essential administrative tasks and provides program support for Welcome Family program.
* Processes invoices; prepares and submits purchase orders as needed; checks all invoices for accuracy and supporting documentation and gathers and reviews client billing data for accuracy (health insurance, etc.).
* Act as liaison to Massachusetts Department of Public Health (MDPH) for Welcome Family (WF) program evaluation.
* Prepare documentation, client's records for evaluation as needed.
* Weekly upload of data to MDPH and report of weekly activities to Director and supervisor. Enter all referrals, assessments and other forms as required daily.
* Support liaison sites in accurately completing and submitting referral forms.
* Conduct follow-up phone calls 2-3 week after each home visit.
* Assists with coordination of meetings; develops draft agenda items, copies and mails agenda and materials; orders refreshments; attends meetings on behalf of dept when necessary.
* Ensures an adequate amount of office supplies and prepare materials, including Welcome Family bags for Public Health Nurse.
* Assists with producing reports, including word processing and table/chart creation and with special MIS projects as needed.
* Monitors and maintains WF Excel spreadsheets for data collection and evaluation purposely.
* 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.




* 2 years full-time, or equivalent part-time, office experience required.
* Successfully completed education beyond the high school level (AD or BA) may be substituted for a maximum of one year of the required experience.
* Experience working in public health, social services, human services or similar administrative role required.
* Specific experience or education may be required by grant or program needs.
* Proficiency in Windows and MS Office applications (MS Word, Excel, etc.) required; typing proficiency required.
* Proficiency in at least one desktop publishing software program (MS Office compatible) preferred.
* Excellent oral and written communication skills.
* Superior telephone and customer service skills.
* Business experience preferred (purchasing, billing, A/P, A/R).
* Must be detail oriented, accurate, competent with figures and very organized.
* Experience with health and social issues strongly preferred, in area of program.
* Prior supervisory experience, including orienting and scheduling employees, may be required.
* Promote health equity, inclusion, and diversity within the BPHC, department and community.
* Knowledge of or willingness to learn about the role of public health in addressing racism, the social determinants of health, and inequities in health outcomes as well as strategies to advance racial justice and health equity.
* Bilingual and/or bicultural a plus.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled