Administrative Assistant

Provides general administrative support, including administrative work that is complex and/or requires decision-making and attention to detail.
Acts as administrative support for the Director of Facilities, which includes assisting with triaging maintenance requests, performing follow-up related to maintenance issues, logging maintenance requests, and performing administrative work associated with the Facilities Department's administrative processes.
Organizes, coordinates, and, as directed, manages office operations, including, but not limited, to administrative duties set forth below
Performs routine receptionist duties at Boston EMS Headquarters.
Answers the main phone line for Boston EMS; responds to inquiries both via the phone and email, including inquiries from patients, visitors, and vendors; screens and directs inquiries and ensures proper follow-up.
Screens and directs visitors according to security guidelines; supports security-related matters across all buildings (i.e.: C-Cure system).
Handles the sorting and distribution of mail, including interoffice mail.
Orders and delivers office supplies and other items and performs related-procurement tasks.
Updates and maintains records and documents relating to administrative operations to include telephone directories and building-related information.
Schedules and coordinates the use of classrooms and conference rooms; tracks issues related to these rooms, reports and elevates those matters appropriately.
Manages the general informational email account, ensuring prompt and professional responses to all inquiries.
Completes administrative projects as assigned, which may include working collaboratively with appropriate partners.
Supports and serves as the primary backup for the Keeper of Records, handling and fulfilling records requests as needed using the Department's records management process and system.
Performs miscellaneous administrative tasks, including producing reports, entering data, generating tables, charts, and spreadsheets, and working with databases.
Works to help BPHC advance as an antiracist organization by meeting or exceeding the standards set by the BPHC Anti-Racism Policy.
Performs other duties as required.

High School Diploma or GED required.
2 years prior administrative job experience preferred.
Excellent telephone and interpersonal communication skills.
Ability to understand instructions and communicate clearly and effectively, verbally and in writing.
Proficient in the use of Microsoft applications, including Outlook, Excel, and Word.
Ability to exercise sound judgment in security-related incidents.
Ability to coordinate room bookings and operate scheduling software for coordinating conference rooms.
Ability to work in a cooperative and collaborative manner with many people of all levels.
Ability to respond to the public both on the telephone and in person in a professional, courteous and efficient manner.
Ability to follow directions and follow-up on tasks assigned.
Flexibility and teamwork required.
Ability to bend, lift, carry, and transport 30 lb. boxes of paper, office furniture, and files using 2-wheeler.
Ability to work independently and as part of a team, and to create a welcoming work environment.
Excellent customer service skills and ability to maintain calm and focus in a fast-paced environment.
Comfortable working under pressure.
Strong interpersonal skills that support activities to improve individual, program, and organizational performance.
Bi-lingual candidates preferred.
Must comply with all BPHC flu and COVID vaccination requirements annually.
Commitment to promoting health equity, inclusion, and diversity within the BPHC, EMS, 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.