Administrative Secretary II

Commonwealth of Massachusetts•Fall River, MA

1d•Onsite

About The Position

The Department of Industrial Accidents (DIA) mission is to administer the Commonwealth's Workers' Compensation System and to provide prompt and fair compensation to victims of occupational injuries and illnesses, and to see that medical treatment to injured workers is provided in a timely manner while balancing the needs of employers to certain workers' compensation insurance costs. The Administrative Secretary II acts as confidential legal assistant to two Administrative Judges or two Administrative Law Judges administering M.G.L. c 152. Working independently, responsible for case management, coordination of resources and management of a broad range of complex administrative duties and responsibilities involving confidential and security-sensitive information. The ideal candidate should have excellent organizational skills, attention to detail, the ability to maintain accurate records, and must be able to balance multiple projects at the same time.

Requirements

High school degree or equivalent
At least five (5) years of full-time, or equivalent part-time, experience in clerical or secretarial work
Excellent organizational skills
Attention to detail
Ability to maintain accurate records
Ability to balance multiple projects at the same time

Nice To Haves

An Associate's degree may be substituted for two (2) years of the required experience.

Responsibilities

Manage a case load of approximately 200-300 cases in a multi-situational environment conferring with the Judges concerning all issues or questions related to the Judges’ personal dockets.
Utilize sound judgment while analyzing and evaluating actions needed to manage past, current and future cases daily.
Judges’ liaison with all stakeholders including but not limited to internal units, pro se claimants, claimants’ attorneys, employers’, insurers’ attorneys, paralegals, or other office staff.
Must maintain the case file (DMS) that includes but not limited to scanning and uploading all submitted substantive documents prior to quality control review.
Perform administrative duties with a high level of skill and knowledge.
Prepare accurately and distribute court determinations, Conference Orders and Hearing Decisions, based upon the Judges’ findings following Conferences and Hearings. This includes calculating benefits and attorney fees pursuant to specific sections of M.G.L. c.152.
Communicate daily with the Stenographer Unit to facilitate stenographer resources providing updates if a traveling stenographer is required.
Responsible for the management of Judges’ schedules, daily case dockets and communicating real time meeting date changes to claimant’s attorney, insurer’s attorney, pro se claimant, and impartial physician offices.
Responsible for courteous, prompt and professional communication electronic and oral responses to inquiries from attorneys, the public and all supporting internal units regarding judicial procedures, court appearances, hearing dates, adjournments, protocols, forms as well as providing guidance on the use of propriety software.
Proofread all documents and forms received that include, but not limited to, Judges completed Hearing Decisions and Conference Orders prior to distribution to the parties.
Responsible for maintaining internal database (DMS/CMS) case information to record all case dispositions for court orders, decisions, motions and agreements including importing and maintaining all case correspondence, pertinent documents in electronic filing system as well as documenting electronic calendar changes of Conferences and Hearings.
Prepare Judges for court by organizing all case trial documents, motions and exhibits ensuring all documents are current, appropriate, available, and correct.
Review trial transcripts to compose initial sections of hearing decisions which includes listing appearances, witnesses, exhibits presented and procedural matters.
Make determinations as to whether the parties’ submission of Conference medical evidence, non-medical evidence, hypothetical question, Section 15 submissions, agreements, forms, or other electronic documents comply with established court protocol and accept or reject same in accordance with strict departmental guidelines.
Review electronic files and contact attorneys or litigants to obtain any outstanding documents and information for scheduled meetings.
Investigate, gather and analyze research data, such as statutes, decisions, legal articles, codes, motions and documents as well as search pertinent internal sources such as claims, scheduling and the impartial unit to determine the appropriate action necessary to prepare cases.
Initiate necessary action based on the Judge’s motion ruling such as creating new cases.
Complete Conflict Disclosure Forms for the assignment of 11A examinations.
Communicate with stakeholders regarding missing Conference medical submissions and appropriate information.
Review proposed Lump Sum Settlement Agreement papers and Section 15 petitions for accuracy as well as research the cases for liens on file and/or open vocational rehabilitation.
Review monthly status reports to ensure the expeditious advancement of all claims.
Follow up with parties regarding outstanding issues, documents, or submissions.
Other duties and assignments as assigned by the Senior Judge and Judicial Support Manager.