Job Description

Statement of Duties

The City of Somerville Health and Human Services Department, Prevention Services division, is seeking a part-time Tobacco Control Clerk to assist the Regional Director of Tobacco Control in performing administrative and organization tasks to promote efficient operations of the program. This position is based in Somerville, MA but will support a total of 6 communities including Cambridge, Chelsea, Everett, Revere, Winthrop. This position is dependent on grant funding through the Massachusetts Tobacco Cessation and Prevention Program (MTCP) and currently funded through June 30, 2025, with potential renewal for an additional two years.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Manage mail and ensure delivery to right recipients, prepare envelopes, ensure compliance to postal standards, including certified mailings. This includes approximately 311 bulk mailings three times a year and approximately 15 Cease and Desist letters monthly.
• Collect and share data of Tobacco related permit renewals, suspension dates, fines, enforcement letters or other documents.
• Perform tracking via permitting databases or via phone calls of Cease-and-Desist orders and fines paid, as well as ensuring any related appeals are timestamped and within the Tobacco regulation’s timeframe.
• Collaborate with other City departments in all six communities, such as Treasury, Clerks Office, and Licensing Board to track and document Tobacco retailer’s compliance and status to regulations and/or payments/fines.
• Maintain office copy of outgoing and incoming mails for record keeping compliance.
• Manage digital document filing, including encrypted documents and email correspondence, including responding to initial constituent complaints to gather more information and set up a tracking system based on complaint type for data analysis by the Director.
• Create processes, oversee administrative operations, improve office services and implement communication procedures across six communities.
• Coordinate and schedule meetings on behalf of the Regional Director.
• Ensure deadlines are met and adapts to changing priorities.
• Other duties as assigned by Regional Director.

Recommended Minimum Qualifications

Education and Experience:

High school diploma or GED, with completed coursework in business administration, bookkeeping or other secretarial studies preferred. At least 2 years’ experience working in customer service or office administration support setting. Proficiency in additional languages is considered advantageous but is not a prerequisite for this position.

Knowledge, Abilities and Skill:

Knowledge: Experience and knowledge of database input and maintenance, basic administrative support to ensure efficient office operations.

Ability: Excellent communication abilities, including speaking, writing and active listening; Ability to work independently with little-to-no supervision. Ability to learn complex data entry systems for six cities. Ability to speak multiple languages strongly

Skill: Effective organization and time management skills, like prioritization, multitasking and planning; Great customer service skills, including a personable and positive attitude; High typing speed and accuracy; Proficient computer skills, including basic troubleshooting and using Microsoft Office Suite word processing, Google Docs, excel spreadsheet, presentation and email software applications; Problem-solving, reading, critical thinking and decision-making abilities; Keen attention to detail.

Work Environment

Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as ledger books, photocopy and computer paper.

Physical and Mental Requirements

The physical demands described here are representative of those 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 position’s essential functions.

Physical Skills

Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting.

Visual Skills

Visual demands include constantly reading documents for general understanding and for analytical purposes and routinely reviewing maps and blueprints with a need for color vision.

Hours: Part-Time
Salary: $55,204.04 annualized
Union: Non-Union
FLMA: Non-Exempt
Date Posted : September 12th, 2024

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

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. Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at 617-625-6600 x 2059 or apomeroy@somervillema.gov.

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Completition of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards:

• 4 weeks annual vacation (for non-union positions) union positions vary by contract
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.

Job Tags

Full time, Contract work, Part time, Flexible hours,

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