Posting Date: 1/14/25

Department: Emergency Communications

Job Code: M368 (ID#1147)

Number of Hours Per Week: 37.5

Union Affiliation: None

# of openings: 1

Type of Employment: Regular

Civil Service Type: None

 

ABOUT THE DEPARTMENT:
The Cambridge Emergency Communications Department (ECD) The Emergency Communications Department operates the City's Combined Emergency Communications and 911 Center (ECC) and Public Safety Information Technology (PSIT), located at the Robert W. Healy Public Safety Facility. ECC receives over 50,000 911 and other emergency type calls and alarms throughout the year and manages the coordinated dispatch of police, fire, and emergency medical services (EMS) as well as other resources. ECC staff handles over 180,000 non-emergency calls regarding quality-of-life issues related to noise, traffic, lost property and after-hour responses for City services and information. PSIT handles all IT maintenance, troubleshooting, and project management for Police, Fire and Emergency Communications.

ABOUT THE ROLE: 
Reporting to the Director, the Administrative Coordinator will be responsible for providing administrative support to the department’s operations, which includes managing daily office operations, responding to inquiries from internal and external stakeholders, preparing and processing documentation and coordinating events and programs related to Emergency Communications.  He person in this role will perform administrative duties requiring confidentiality, enhanced customer service skills, sound decision-making and problem-solving activities.  

 ESSENTIAL DUTIES & RESPONSIBILITIES:  

Specific duties/responsibilities include but are not limited to the following:

• Responsible for efficient daily administrative operation of the Emergency Communications Department, including preparing payroll, ordering supplies, preparing requisitions and bill payable schedules, assist with scheduling meetings, handling incoming and outgoing email and postal communications, maintaining document filing and electronic filing, responding to telephone/email/in-person public inquiries and other tasks as directed.  
• Respond to internal and external stakeholders, including employees, vendors, community members and other governmental agencies, and ensure timely and accurate communication of information. 
• Manage and maintain weekly attendance utilizing department scheduling system for the office as well as coordination of department attendance records for processing payroll. Collect and review department weekly timesheets for accuracy.  
• Maintain accurate payroll records and calculations of standard and other work hours such as: sick leave balances, personal leave, administrative day and other leave adjustments, vacations, longevity, overtime pay hours, annual step increments, clothing and cleaning allowances, prorated benefits, and other miscellaneous wage and compensation tasks. Assist employees with payroll matters and questions relating to benefits and other available resources.
• Prepare and process requisitions and schedule of payments for invoices, employee reimbursements and, provide project status reports; preparing or processing employee requests, monthly reports and other reports as directed.
• Prepare and manage the necessary personnel transaction forms, vacancy job/description forms and other civil service employment forms as well as other employment related forms.  
• Compose standardized correspondence and other documents from generalized instructions to conduct department business.
• Maintain inventory of equipment and supplies and ensure that necessary supplies are available for department operations. 
• Work on special projects under the direction of the Director or designee. 
• Perform other related duties as assigned.  

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

 Education:

• High school diploma or equivalency required. 
• Three years of relevant work experience in office management.

 Knowledge, Skills, and Abilities: 

• Excellent written and verbal communication skills;  and copy-editing skills, with an attention to detail in spelling, grammar, and punctuation
• Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously. 
• Proficient in Microsoft Office suite and other relevant software applications.
• Ability to exercise sound judgment and negotiate priorities with multiple supervisors.
• Ability to operate office equipment including copiers, fax, and scanners. 
• Ability to interpret/familiarize self with Employee Manuals, Collective Bargaining Agreements, and City policies.
• Motivated and organized individual able to manage multiple projects on deadline in a busy work environment, often with frequent interruptions.
• Strong interpersonal skills and positive attitude. Ability to work cooperatively with internal and external stakeholders.
• Strong teamwork skills, including flexibility to fill in during scheduling emergencies and vacation periods.
• Adaptability and dependability to work well either individually or in a team situation.
• Strong customer service skills and commitment to public service.
• 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.

 Preferred:

• A bachelor’s degree from an accredited college or university or specialization in finance, business administration or coursework is strongly preferred.
• Supervisory experience or being a team lead is a plus.
• Knowledge and understanding of public safety and Cambridge 

WORK ENVIRONMENT:     

Standard office equipment, which includes fluorescent lighting and air conditioning. Moderate noise level, which can elevate with phone calls and walk ins.  Bus office work environment characterized by multiple work demands form department staff and stakeholders.  This position may be eligible for hybrid work under the City's new Telework Policy, depending on operational needs.

 PHYSICAL DEMANDS: 

Ability to access, input and retrieve information from a computer.  Ability to operate office equipment including copiers, printers, scanners.  Executes multiple tasks involving keyboarding, telephones, writing, bending, reaching, lilting of books and boxes of large files and documents.  Time management ability to set priorities to meet assignment deadlines.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 SUMMARY OF BENEFITS:

• Health, dental and vision insurance
• Vacation, personal and sick days
• Sick incentive pay eligibility
• Management allowance of $2700/year
• City employee commuter benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle membership)

DOCUMENTS REQUIRED:

Please upload the below documents to complete your application.

• Resume
• Cover Letter

ABOUT THE CITY OF CAMBRIDGE 

The City of Cambridge is a diverse and vibrant community that 120,000 residents of different ethnic, racial, religious, U.S. nationals and other backgrounds call home. We take pride in our City’s diversity and strive to create a workplace that is reflective of the community we serve -- one in which all employees can thrive. The City is also deeply committed to creating an environment in which all our employees are treated equitably and feel included. In joining our team, you would work in a workplace environment that advances and values antiracism, diversity, equity, and inclusion (ADEI), and that is committed to embedding ADEI best practices and tenets in all aspects of our work. City of Cambridge residents are especially encouraged to apply to job openings.

EQUAL OPPORTUNITY / AFFIRMATIVE ACTION 

The City of Cambridge is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, sex, religion, age, national origin, disability, or any other protected category.  Women, minorities, veterans, members of the LGBTQ+ Community, and persons with disabilities are encouraged to apply. The City is committed to advancing a workforce culture of antiracism, diversity, equity, and inclusion. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request by contacting Human Resources at humanresources@cambridgema.gov.