Administrative and Communications Assistant - City of Newton

Job Description

Primary purpose:
Undertakes clerical and administrative support tasks associated with the responsibilities of the Clerk of the Council and the Newton City Council. Creates and reviews written reports from City Council Committee meetings and City Council, works collaboratively with City Clerk/Clerk of the Council and/or designee to support the needs of the City Council and ensure accuracy of reports. Data entry and the uploading of past Council actions (i.e. dockets) into the Department’s tracking database. Responsible for the development and dissemination of the City Council/Clerk of the Council’s monthly newsletter. Communicates effectively with City Clerk/Clerk of the Council on issues involving administrative and clerical errors in Council Orders and all other work as directed and required.
 

Supervision: Supervision Received: Reporting to the Clerk of the Council follows established work plan and completes work in accordance with established departmental and City policies, standards, laws and expectations.

Supervision Given: None.
 

• Essential Functions:
  (The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
• Process Council Orders and identifies amendments and additions to City Ordinances.
• Prepares Council Actions.
• Follows and adheres to department, City of Newton, State and Federal laws, regulations, policies and procedures.
• Collaborates with Clerk of the Council on report writing.
• Maintain and post in department social media outlets.
• Preparation and distribution of Monthly Newsletter.
• Accurately upload information into the in-house tracking software.
• Assists in Special Projects under the direction of the City Clerk/Clerk of the Counciland/or designee.
• Attends and participates in staff, department or other meetings as needed and required.
• Attends training and informational sessions internally and externally as needed.
• Performs other related duties as directed and required.

Qualifications:
(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions. We encourage all candidates who feel they are capable of successfully performing the responsibilities as outlined in this position description, regardless of the qualifications listed below to apply.)

Education, Training and Experience:
High School Diploma and one to three years of related experience and/or training or equivalent combination of education and experience. Advanced knowledge and ability gained through training or higher education over and above the minimum qualifications welcome; and understanding of municipal operations a plus. A strong commitment to public service is required.

Knowledge, Ability and Skill:
Knowledge: Knowledge of recording and office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing. Experience with Microsoft applications, Zoom and other video conferencing platforms, newsletter software/applications, various social media tools and applications required.

Ability: Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to solve problems and deal with a variety of concrete variables in situations where prescribed standard practices exist.

Skill: Ability to read and interpret documents such as reports and procedures manual. Ability to write reports and correspondence and ensure accuracy of data being communicated. Ability to present information effectively, which may be controversial in nature, one-on-one, or in small groups, to residents or employees of the City.
 

Work Environment
(The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Typical busy office environment with exposure to sounds and other employees; exposed to the work of others in open office space; duties and the needs of the department could present frequent interruptions. Operates computers, printers, facsimile machine, copier, calculator, telephone and standard office equipment

Physical skills and effort
(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Employees must be able to utilize typical office equipment and type with accuracy at reasonable speed.
 

Performance Standard
Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.
(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change, subject to collective bargaining obligations, where applicable.

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus.  The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset.  To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits.  We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities.  We continuously work to review and expand upon our benefit offerings.  We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees.  And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

•   Actively recruit, develop, and retain a diverse and talented workforce.
•   Proactively address discrimination through education and in partnership with other departments and leaders.
•   Serve as a role model to celebrate and nurture diversity.
•   Foster inclusion by staying curious and clarifying assumptions.
•   Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
•   Build and strengthen accountability at all levels to support diversity efforts.

Benefits

This is a non-benefited position