Administrative Secretary II

Commonwealth of Massachusetts • Stow, MA

5d • Hybrid

About The Position

Provides primary administrative support for the office of the Director of the Massachusetts Firefighting Academy, the training division within the Department of Fire Services. Also serves as secretary and administrative staff for the Massachusetts Fire Training Council.

Requirements

• High school degree or equivalent
• At least five (5) years of full-time, or equivalent part-time, experience in clerical or secretarial work
• An Associate's degree may be substituted for two (2) years of the required experience.

Responsibilities

• Develops a comprehensive knowledge and understanding of the academy’s business activities.
• Provides administrative support for the Director, Deputy Directors, and members of management, including receiving and screening calls, arranging conference calls, receiving visitors, coordinating and arranging meetings, preparing agendas and correspondence, and reserving and preparing meeting rooms.
• Act as liaison between the Director’s office and contacts both internal and external.
• Assists in the production and distribution of monthly reports to the Massachusetts Fire Training Council (MFTC). Makes all notifications of sub-committee and full council meetings and ensures quorum. Post monthly Training Council open meeting notice and minutes on the DFS website. Keeps policy manual up to date.
• Performs special projects, conducts ad hoc research, creates statistical reports, and updates manuals, as requested by the Director.
• Attends departmental and training council meetings and promptly records, transcribes, and distributes minutes of meetings to concerned parties.
• Documents action items and follow-up activities from meetings, coordinates actions, and tracks/ reports on status.
• Analyzes and organizes office operations and procedures such as filing systems, records disposal, requisition of supplies, and other clerical services for the operations team.
• Reads and routes incoming mail. Locates and attaches the appropriate file to the correspondence to be answered by the Director.
• Coordinates with the Human Resources office for the hiring (using MassCareers) and promotion of contract staff for the division. Creates and monitors job postings in MassCareers as required by the Director's Office and other Division staff.
• Keeps accurate records of contractor step increases, contact information, and instructor LMS credentials.
• Prepares VA paperwork for Recruit Programs, including other VA requirements.
• Assists staff with Fiscal procedures, ordering, and tracking requisitions and invoices.
• Prepares and distributes legislative letters pertaining to Recruit graduations and quarterly course offerings.
• Arranges and coordinates travel authorizations for all division staff.
• Compiles credit card transaction logs for the Director and Deputy Director on a monthly basis.
• Primary initial contact for all Public Records requests for the Division.
• Works independently on special projects as needed.

Benefits

• Comprehensive Benefits
• Outstanding suite of employee benefits that add to the overall value of your compensation package
• Work experience that supports you, your loved ones, and your future

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED