OSPCD - Executive Assistant

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OFFICE of STRATEGIC PLANNING & COMMUNITY DEVELOPEMENT

Annual Salary Range: $67,676.02- $74,701.65 (FY24)

Qualified applicants are typically hired at Step 1

Open due to retirement

POSITION SUMMARY:

The City of Malden seeks a collaborative, highly organized, and detail‑oriented Executive Assistant (EA) to provide high-level administrative support to the Director of the Office of Strategic Planning and Community Development (OSPCD). The EA is responsible for the smooth and effective operation of the Office and frequently represents the Director and OSPCD to City staff, elected officials, vendors, and members of the public.

ESSENTIAL JOB FUNCTIONS and DUTIES:

• Serves as Office Manager for OSPCD, including maintaining supplies, organization, and related matters
• Assist the Director in project management, financial or personnel matters, and other OSPCD functions
• Maintain consultant contract ledgers, tracking upcoming contract renewals and expirations and assisting with procurement matters consistent with state law
• Process purchase orders, invoices, and warrants consistent with procedures
• Draft correspondence, conduct research, prepare reports, handle information requests, relay information, and maintain files as assigned by the Director
• Maintain confidential information and records for all matters related to OSPCD and consistent with state law
• Coordinate OSPCD staff time and attendance, including paid time off
• Provide support to new staff and assist current staff as needed
• Maintain Director’s schedule, including scheduling meetings and notifying Director of potential conflicts
• Prepare agendas, materials, postings, and minutes for the Malden Redevelopment Authority Board and other boards as assigned
• Maintain organized filing system including sensitive personnel and legal files in paper and electronic form
• Maintain file archive database and OSPCD’s public records retention requirements
• Update OSPCD webpages on City website and other OSPCD digital communication assets as assigned
• Perform other responsibilities as assigned

Supervision

Required:

Works under direction of the OSPCD Director. Employee expected to determine own work plan and procedures independently with little or no direct supervision.
Supervisory Responsibility: Provides supervision and direction to administrative staff and interns.
Confidentiality: The employee has regular access to confidential information such as department and client records, which must be maintained in accordance with the State Public Records Law.
Accountability: Work affects the accuracy, reliability, and acceptability of department services, and affects the work of other departments and employees. Consequences of errors, missed deadlines or poor judgment may include adverse customer relations, legal repercussions, and missed deadlines.
Judgment: Employee is expected to use sound judgment in selecting the most appropriate procedure or method to apply in a particular situation, including the handling of sensitive information.
Complexity: The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
Nature and Purpose of Public Contact: Frequent contact with co‑workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with representatives of other departments or agencies, lawyers and property owners. Employees are expected to act with courtesy, tact, and diplomacy in working with others and resolving complaints.

Qualifications:

Education and Experience: High School education and a minimum of three (3‑5) years skilled…