Executive Assistant to the Deputy General Counsel & Director of Fair Hearings

State of Massachusetts • Boston, MA

39d

About The Position

The Department of Children and Families (DCF) seeks a highly organized and detail-oriented Executive Assistant. The selected candidate will provide administrative support to the Deputy General Counsel, the Director of Fair Hearings, and the Fair Hearing Unit as a whole. The ideal candidate will provide high-quality, professional customer service, and maintain efficient office operations. The selected candidate will ensure the office systems, agency procedures, and practices are well organized and administered effectively.

Requirements

• Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.
• A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
• A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

• At least two (2) years of administrative experience in government, corporate or law firm environment
• Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff.
• Excellent attention to detail.
• Skilled in preparing general reports, using charts, graphs, and tables.
• Excellent computer skills, including proficiency in Microsoft Word, Outlook, Excel, and Power Point, as well as Adobe and ability to learn new computer applications and software.
• Ability to exercise sound judgment and discretion in handling confidential information.
• Excellent time management skills and proficiency in giving precise written and oral instructions

Responsibilities

• Responsible for review and scheduling of all fair hearing requests in accordance with regulations.
• Ensures Fair Hearing information, including requests for hearings and appeals from hearings, are entered into the DCF database (iFamilyNet).
• Supports the day-to-day operational needs of the Fair Hearing Unit and its related functions, including processing Fair Hearing decisions in accordance with DCF regulatory time frames when needed.
• Oversees incoming and outgoing correspondence for the Fair Hearing Unit, including scanning and uploading correspondence to DCF database as necessary.
• Assists with technical assistance activities, including updating procedure manuals and updating and archiving Fair Hearing files.
• Assists in tracking and processing fair hearing files and records, document requests and subpoenas.
• Reviews and assists in analyzing Fair Hearing Unit data and preparing data reports as necessary, including monthly statistics.
• Responds to external agency requests for information, under the direction of the Director.
• Provides exceptional customer service to the consumers/Appellants/attorneys and assists in resolving consumer complaints and staff questions.
• Maintains a working relationship with the staff within the Fair Hearing Unit, Office of the General Counsel and Area Office Staff. Coordinate scheduling with Area Office Staff.
• Manages calendar and coordinate meetings for the Director of Fair Hearings as needed.
• Other responsibilities as assigned by the Director of the Fair Hearing Unit.

Benefits

• Comprehensive Benefits
• When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
• Want the specifics? Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Number of Employees: 5,001-10,000 employees