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Administrative Secretary I - Department of Industrial Accidents

Company Name:
Commonwealth of Massachusetts
Administrative Secretary I - Department of Industrial AccidentsAdministrative Secretary I
Agency Name:
Executive Office of Labor & Workforce Development
Official Title:
Administrative Secretary I
Functional Title:
Administrative Secretary I - Department of Industrial Accidents
Occupational Group:
Clerical
Position Type:
Civil Service
Full-Time or Part-Time:
Full-Time
Salary Range:
$40,283.62 to $57,108.74 Annually
Bargaining Unit:
01
Shift:
Day
Confidential:
No
Number Of Vacancies:
1
City/Town:
Fall River
Region:
SOUTHEAST
Facility Location:
1 Father DeValles Blvd.
Application Deadline:
06-12-2014
Apply Online:
No
Posting ID:
J41826
This position is funded from the Commonwealth''s annual operating budget.Duties:
Works under the direction of the Manager of the Regional Office and provides backup for the Office Support Specialist II in performing all support duties for the Regional Office. Receives and screens visitors and telephone calls, composes and/or prepares correspondence, maintains files and records, and performs all related work as required. Act as a back-up legal assistant to an Administrative Judge or Administrative Law Judge during times of high volume. Responsible for coordinating a broad range of duties, including general secretarial duties, such as typing, scheduling, and transcription.
Detailed Statement of Duties and Responsibilities:
Assist and provide backup support to the Office Support Specialist in all daily operations of the office, under direction of the Regional Manager.
Provide front desk support overseeing the information counter and telephone lines. Assist claimants, employers, insurers, and attorneys with general questions.
Respond to written and telephone requests for information, and/or refer to appropriate parties.
Maintain other records and files as needed for the Regional Office.
Upload medical packages from I drive and from compact disc.
Electronic management and organization of destination files of uploaded medical packages for all judges.
Email notification to attorneys as a result of medical submissions which do not meet agency guidelines and provide assistance on resolution.
Act as backup to judges assistants in times of high volume, vacation, illness as needed, including but not limited to:
Coordinate and monitor all administrative functions in order to ensure effective management of Judge-s caseload and office.
Review and issue orders and decisions to be produced, through Microsoft Word, in proper legal form on a daily basis.
Process and retrieve information and documents for memoranda, legal documents, and for entering the permanent record of all case dispositions in Oracle CMS.
Compose and draft correspondence, memoranda, and reports as directed.
Maintain Judge-s docket and coordinate docket changes with all involved parties.
Perform other duties as assigned.
Qualifications:
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A diploma as evidence of graduation from the business or commercial course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.
II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.
III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business secretarial school above the high school level may be substituted for a maximum of one year of the required experience.
IV. An Associates or higher degree may be substituted for a maximum of two years of the required experience.
Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
SPECIAL REQUIREMENTS: None.
Preferred Qualifications:
Excellent office skills, including thorough knowledge of office/business procedures.
Knowledge of business English, spelling and arithmetic.
Excellent organizational skills.
Ability to perform effective case and record management
Typing of a minimum of 55 wpm/mailable.
Ability to adapt to ever-evolving office equipment and computer/software technologies.
Excellent interpersonal skills, ability to deal effectively with the public.
Thorough knowledge of legal and medical terminology.
Familiarity with office computer systems and ability to effectively use word processing and data base software programs, basic to moderate skills in MS Office, including but not limited to MS Word, Outlook & Excel.
Ability to maintain harmonious working relationships.
Ability to meet deadlines and organize work accordingly.
Some knowledge of principles of office management and ability to apply this knowledge to supervising/resolving problems.
Ability to use proper English grammar, punctuation and spelling.
Ability to communicate in written form.
Ability to coordinate the work efforts of others.
Ability to establish and maintain harmonious working relationships with other colleagues and the general public.
Knowledge of the Workers- Compensation law, rules, regulations, policies, procedures, standards, and guidelines as it relates to Dispute Resolution.
Knowledge of Court filing procedures for the above.
Knowledge of the organizational structure and functions of the assigned agency.
Knowledge of the proper procedures for making and receiving agency telephone calls.
Knowledge of the types and uses of agency forms.
Comments:
This is a Civil Service position.
How To Apply:
Click Here to Apply
TO ENSURE CONSIDERATION, RESUME AND COVER LETTER MUST BE RECEIVED BY THE DEADLINE DATE.
NO PHONE CALLS, PLEASE.
In the event an individual is interested in applying to a posted vacancy and has no access to an e-mail system, please visit one of our Career Centers. There you may access an e-mail system. A list of locations of Career Centers can be obtained by going to: /
You may also call for the location of a nearby Career Center.
Agency Web Address:
Officer:
Mr. Dennis Johnson
An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

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