Administrative Assistant

City of Cambridge

Cambridge, MA

Full-Time

Administrative Assistant

City of Cambridge

Cambridge, MA

Full-Time

Dec 19, 2025

Administrative and Clerical

Job Description

*PLEASE READ APPLICATION PROCEDURE BELOW PRIOR TO APPLYING

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Answers all general calls concerning membership and directs calls to other retirement staff.
Greet visitors at the front desk.
Maintain the appearance and cleanliness of the reception area and kitchen.
Performs other general office tasks, including responding to member inquiries via phone, mail, email, or in-person, writing letters, filing, scanning, scheduling appointments.
Assist in obtaining medical records for disability applicants. Send release forms to doctors and hospitals, track responses and follow up when necessary.
Assist in annual outreach to vested-inactive members. Contact members to verify their information is up to date and make appointments for members considering applying for superannuation.
Be available to provide needed support to remote staff by locating and scanning documents.
Assist with mailings and operate the postage meter.
Check daily mail and distribute mail to employees.
Make copies of various written materials and ensure that the front desk is well supplied with all documents. Create documentation packages for group presentations when needed.
Maintain a record of all pending Superannuation applications. Confirm that all applications are approved on monthly agendas and when retirees receive their first payment.
Assist in completion of retirement applications and refund applications.
Respond to requests for income verification statements, and reissue 1099s when needed.
Keep up the organization of the file room, assist other employees as needed with scanning and filing.
Related duties as assigned by the Executive Director

ESSENTIAL SKILLS:

Ability to communicate orally and in writing with diverse populations.
Strong attention to detail.
Proficiency with Microsoft Office Suite, including Word, Outlook and Excel.
A positive and welcoming attitude when assisting members of the community.
Ability to work in a confidential environment as a reliable team member.
Multilingual skills in Spanish, Portuguese, Haitian-Creole, Mandarin, or any other language spoken by the Cambridge community preferred but not required.

PHYSICAL REQUIREMENTS:

Ability to access, input, and retrieve information from a computer. Answer telephones and maintain multiple files. May require lifting up to 25 pounds. Reasonable accommodations may be made to allow individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work is conducted primarily in a standard office environment which includes fluorescent lighting, air conditioning, computers, and other standard office equipment, The position is 100% in-office. Remote work is not available.

SUMMARY OF BENEFITS:

Comprehensive health and other benefits, consistent with those provided to City of Cambridge managerial employees including, including health, dental and vision insurance
vacation, personal and sick days
sick incentive pay eligibility
management bonus of $2,700 per year
14 paid holidays and commuter benefits (T-Pass reimbursement).

APPLICATION PROCEDURE:

· Email resume and cover letter to Chris Burns, Executive Director by Thursday, January 22, 2026, at cburns@cambridgeretirementma.gov

*PLEASE READ APPLICATION PROCEDURE BELOW PRIOR TO APPLYING

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Answers all general calls concerning membership and directs calls to other retirement staff.
Greet visitors at the front desk.
Maintain the appearance and cleanliness of the reception area and kitchen.
Performs other general office tasks, including responding to member inquiries via phone, mail, email, or in-person, writing letters, filing, scanning, scheduling appointments.
Assist in obtaining medical records for disability applicants. Send release forms to doctors and hospitals, track responses and follow up when necessary.
Assist in annual outreach to vested-inactive members. Contact members to verify their information is up to date and make appointments for members considering applying for superannuation.
Be available to provide needed support to remote staff by locating and scanning documents.
Assist with mailings and operate the postage meter.
Check daily mail and distribute mail to employees.
Make copies of various written materials and ensure that the front desk is well supplied with all documents. Create documentation packages for group presentations when needed.
Maintain a record of all pending Superannuation applications. Confirm that all applications are approved on monthly agendas and when retirees receive their first payment.
Assist in completion of retirement applications and refund applications.
Respond to requests for income verification statements, and reissue 1099s when needed.
Keep up the organization of the file room, assist other employees as needed with scanning and filing.
Related duties as assigned by the Executive Director

ESSENTIAL SKILLS:

Ability to communicate orally and in writing with diverse populations.
Strong attention to detail.
Proficiency with Microsoft Office Suite, including Word, Outlook and Excel.
A positive and welcoming attitude when assisting members of the community.
Ability to work in a confidential environment as a reliable team member.
Multilingual skills in Spanish, Portuguese, Haitian-Creole, Mandarin, or any other language spoken by the Cambridge community preferred but not required.

PHYSICAL REQUIREMENTS:

WORK ENVIRONMENT:

SUMMARY OF BENEFITS:

Comprehensive health and other benefits, consistent with those provided to City of Cambridge managerial employees including, including health, dental and vision insurance
vacation, personal and sick days
sick incentive pay eligibility
management bonus of $2,700 per year
14 paid holidays and commuter benefits (T-Pass reimbursement).

APPLICATION PROCEDURE:

· Email resume and cover letter to Chris Burns, Executive Director by Thursday, January 22, 2026, at cburns@cambridgeretirementma.gov

About City of Cambridge

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Apply For This Job

Administrative Assistant

City of Cambridge

Cambridge, MA

Dec 19, 2025

$49,176.07 - $65,477.95 a year

Full-time

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