Senior Administrative Assistant (Fire)

Sr. Administrative Assistant

Under the general supervision of the Director of Payroll, the duties of the Sr. Administrative Assistant include the following :

Supervises the work of the payroll employees to ensure accuracy of all the payroll functions and the meeting of critical deadlines on a daily / weekly / monthly basis.

Ensures the accuracy and completeness of the work of the paid detail unit employees for all paid detail functions and vendor bills.

Identifies opportunities for improved efficiencies in processing.

Identifies and resolves problems and / or reports to supervisor as necessary.

Monitors, analyzes, and prepares reports concerning payroll as required.

Responsible for any reporting required by the City of Boston Auditing, Boston about Results (BAR) or any other citywide tool for reporting performance.

Manages the transition of new department software for scheduling, including but not limited to Kronos / Telestaff software.

Plans and develops with the Director of Payroll the Fire Department's administrative procedures and determines process improvements to the time and labor business and absence management process.

Implements new and revised procedures with the Director's approval.

Works with DoIT, vendors, and other employees as required by the Director and assists in developing the project plan for payroll and scheduling systems stated above, with the rollout to employees and firefighters.

Trains employees on the new Scheduling system and tools.

Arranges meetings and keeps track of dates, times, and locations of meeting information (minutes) for various system implementations and trainings.

Manages contractual relationships with DoIT and vendors for departmental payroll products; works with staff to ensure that the content and functionality of such products meet the department's identified payroll needs.

Performs customer service functions, including answering phone calls, directing calls, and answering emails, as well as other inquiries.

Performs related work as required.

Applicants must possess a minimum of three (3) years of full-time or equivalent part-time, professional payroll management or administrative experience in management analysis, or professional experience in payroll, business, or public administration, accounting, or other related field using software such as PeopleSoft.

A Bachelor's degree from an accredited college or university is preferred and may be substituted for two (2) years of the required experience.

Knowledge of Microsoft Word, Excel, Outlook, and Access required. Knowledge of scheduling software such as Kronos and Telestaff preferred.

Must be highly organized, with a strong attention to detail and the ability to multitask, establish priorities, and meet deadlines.

Strong interpersonal and training skills and willingness to work as part of a team.

Ability to work independently.

Ability to exercise good judgment and focus on detail as required by the job.

Boston residency required.

Pre-employment drug test required.

Terms : Union / Salary Plan / Grade : SENA / MM1-6

Hours per week : 35