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Job Title: Staff Assistant II
Job Code: 000636
Grade: 067
Department Name: Police, Security and Outside Services
FLSA Status: Non Exempt
Position Reports To: Criminal Background Systems Manager
Date Description Created/Revised: 09/21/23
HR Reviewer: T. Hailey
Department Reviewer: Criminal Background Manager
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed. Please note that this section should be written in a paragraph format and provide a broad description of the role and its purpose as well as the reporting structure.
Reporting to the Criminal Background Manager, the Staff Assistant performs a variety of administrative functions in overall support of the Police, Security and Outside Services Department. The incumbent provides reception and customer service to employees, contractors, vendors and visitors requiring hospital identification.
PRINCIPAL DUTIES AND RESPONSIBILITIES: In order of importance, list essential areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation. This section should be completed as a bulleted list and explain how the role is performed.
• Greets all customers entering the office and direct them to the appropriate team member
• Traffic control for front office for Photo I.D. and Parking inquiries
• Criminal Offender Record Information (CORI) data input and adjudication for all of MGB entities
• Communicate with Human Resource personnel for all CORI results throughout MGB
• Adjudicate both CORI and HireRight results daily and correspond with MGB HR team
• Work with applicants throughout MGB with their Background Results
• Reconcile invoices for gas usage and uniforms
• Maintain office supply inventory
• Operates computerized photo identification system in a fast paced, high volume area.
• Process I.D. badges for employees, MGB, non employees, professional staff, MD’s, residents fellows, medical students, temps, contractors, vendors, volunteers, students and neighborhood badges
• Ensure all documentation is in order for Photo I.D
• Works with MS Office suite programs. Proofreads and edits as needed. Screens phone calls and relays messages. Answer questions, directs to appropriate staff members, and resolves customer complaints/issues.
• Sets-up and maintains files of departmental correspondences, reports and records.
• Process requests for Security Details
• Assist with training database for all employees within the department
• Maintain Uniform orders for all Security and Outside Services employees
• Work with Executive Director and senior management staff on presentations and projects
• Maintain office calendars for all senior staff
• Maintain office supply inventory
• Collaborates as a team member on department committees.
• Assist wherever needed
SKILLS & COMPETENCIES REQUIRED: This section should be a bulleted list of minimum requirements explaining the skills (what the individual is trained for) and competencies (measurable as defined by the job) necessary to perform the job.
LICENSES, CERTIFICATIONS, and/or REGISTRATIONS: Specify minimum credentials and clearly indicate if required or preferred.
Not Applicable
EDUCATION: Check boxes that best describe the minimum and preferred education requirements
Minimum Required:
High school diploma, GED or equivalent
Certificate : Please specify
Some college or Associate’s Degree
Bachelor’s Degree
Master’s Degree
Doctoral Degree
None required
Preferred:
High school diploma, GED or equivalent
Certificate : secretarial training program
Some college or Associate’s Degree
Bachelor’s Degree
Master’s Degree
Doctoral Degree
Equivalent Experience – secretarial training/certificate program or equivalent college degree preferred
EXPERIENCE: Indicate the required and preferred (optional)amount and type of experience.
Required: Minimum of 3 years experience in an administrative support role
SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate): Indicate supervisory “scope” and list the number of employees supervised.
Not Applicable
FISCAL RESPONSIBILITY: Indicate financial “scope” information, e.g. size of budget, volume, revenue, etc.
Not Applicable
WORKING CONDITIONS: Describe the conditions in which the work is performed. Use this section to detail any physical requirements for the position (lifting, carrying, etc). Use this section to also detail any environmental conditions associated with the position (outdoor weather requirements, hazardous materials, etc).
The information contained in this document is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of individuals so classified.
Job Posting (optional): Use this section to indicate preferred text when posting this job on the careers page. This section should not be a copy of all that is written above but rather a condensed version highlighting the important points. JOB DESCRIPTION
Job Title: Staff Assistant II
Job Code: 000636
Grade: 067
Department Name: Police, Security and Outside Services
FLSA Status: Non Exempt
Position Reports To: Criminal Background Systems Manager
Date Description Created/Revised: 09/21/23
HR Reviewer: T. Hailey
Department Reviewer: Criminal Background Manager
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed. Please note that this section should be written in a paragraph format and provide a broad description of the role and its purpose as well as the reporting structure.
Reporting to the Criminal Background Manager, the Staff Assistant performs a variety of administrative functions in overall support of the Police, Security and Outside Services Department. The incumbent provides reception and customer service to employees, contractors, vendors and visitors requiring hospital identification.
PRINCIPAL DUTIES AND RESPONSIBILITIES: In order of importance, list essential areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation. This section should be completed as a bulleted list and explain how the role is performed.
• Greets all customers entering the office and direct them to the appropriate team member
• Traffic control for front office for Photo I.D. and Parking inquiries
• Criminal Offender Record Information (CORI) data input and adjudication for all of MGB entities
• Communicate with Human Resource personnel for all CORI results throughout MGB
• Adjudicate both CORI and HireRight results daily and correspond with MGB HR team
• Work with applicants throughout MGB with their Background Results
• Reconcile invoices for gas usage and uniforms
• Maintain office supply inventory
• Operates computerized photo identification system in a fast paced, high volume area.
• Process I.D. badges for employees, MGB, non employees, professional staff, MD’s, residents fellows, medical students, temps, contractors, vendors, volunteers, students and neighborhood badges
• Ensure all documentation is in order for Photo I.D
• Works with MS Office suite programs. Proofreads and edits as needed. Screens phone calls and relays messages. Answer questions, directs to appropriate staff members, and resolves customer complaints/issues.
• Sets-up and maintains files of departmental correspondences, reports and records.
• Process requests for Security Details
• Assist with training database for all employees within the department
• Maintain Uniform orders for all Security and Outside Services employees
• Work with Executive Director and senior management staff on presentations and projects
• Maintain office calendars for all senior staff
• Maintain office supply inventory
• Collaborates as a team member on department committees.
• Assist wherever needed
SKILLS & COMPETENCIES REQUIRED: This section should be a bulleted list of minimum requirements explaining the skills (what the individual is trained for) and competencies (measurable as defined by the job) necessary to perform the job.
LICENSES, CERTIFICATIONS, and/or REGISTRATIONS: Specify minimum credentials and clearly indicate if required or preferred.
Not Applicable
EDUCATION: Check boxes that best describe the minimum and preferred education requirements
Minimum Required:
High school diploma, GED or equivalent
Certificate : Please specify
Some college or Associate’s Degree
Bachelor’s Degree
Master’s Degree
Doctoral Degree
None required
Preferred:
High school diploma, GED or equivalent
Certificate : secretarial training program
Some college or Associate’s Degree
Bachelor’s Degree
Master’s Degree
Doctoral Degree
Equivalent Experience – secretarial training/certificate program or equivalent college degree preferred
EXPERIENCE: Indicate the required and preferred (optional)amount and type of experience.
Required: Minimum of 3 years experience in an administrative support role
SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate): Indicate supervisory “scope” and list the number of employees supervised.
Not Applicable
FISCAL RESPONSIBILITY: Indicate financial “scope” information, e.g. size of budget, volume, revenue, etc.
Not Applicable
WORKING CONDITIONS: Describe the conditions in which the work is performed. Use this section to detail any physical requirements for the position (lifting, carrying, etc). Use this section to also detail any environmental conditions associated with the position (outdoor weather requirements, hazardous materials, etc).
The information contained in this document is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of individuals so classified.
Job Posting (optional): Use this section to indicate preferred text when posting this job on the careers page. This section should not be a copy of all that is written above but rather a condensed version highlighting the important points.
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