Executive Assistant to the Office of the General Counsel at Commonwealth of Massachusetts

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Job Description - Executive Assistant to the Office of the General Counsel (24000A23)

Description

The Department of Children and Families (DCF) is seeking a dynamic executive assistant to provide support to the General Counsel’s office. The selected candidate will communicate closely with the General Counsel, executive leadership, and legal operations team. The incumbent will provide exceptional customer service and maintain efficient office operations by ensuring office systems, agency procedures, and general practices that are well organized and administered effectively.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

1. Manage, coordinate, and monitor the general operation of the Office of the General Counsel and its related functions. Responsibilities include handling highly confidential material for the General Counsel.
2. Responsible to manage the appointments calendar and coordinate meetings for the managers in the General Counsel’s office.
3. Oversee incoming/outgoing correspondence for the General Counsel, Deputy General Counsel, Legal Operations Manager and other legal staff.
4. Act as liaison for daily communication with the General Counsel’s Office and statewide DCF clinical and legal field staff.
5. Maintain a relationship of communication between the Office of the General Counsel and all levels of EOHHS, CYF Office of Human Resources and DCF staff.
6. Assist the Legal Operations Manager in tracking and processing all staff vacancies, postings and hiring packets for the legal staff of the agency, including staff in the five legal regional offices.
7. Assist in tracking and processing of records and document requests, subpoenas and court orders from the general public, DCF involved families, the courts and other involved individuals.
8. Assist with preparation of appellate briefs filed by the Office of the General Counsel.
9. Assist the Legal Operations Manager with the fiscal operation of the Office of the General Counsel (OGC) and the legal regional offices.
10. Track and process contracts for the OGC.
11. Handle highly confidential material for the OGC staff.
12. Assist as needed for the smooth operation in the Fair Hearing Unit, including but not limited to assisting in answering phones, processing new hearing requests, sending out completed decisions and other duties as needed.
13. Perform basic clerical duties such as filing, copying, mailing, answering phones operating office machines.
14. Learn and assist responsibilities of other general counsel support staff as requested.
15. Other duties in support of the General Counsel’s office as needed.

Required Qualifications

1. Executive level secretarial skills; excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff.
2. Skilled in preparing general reports, using charts, graphs, and tables.
3. Demonstrated ability to write clearly and concisely, express thoughts clearly and develop ideas in a logical sequence, ability to assemble items of information in accordance with established procedures.
4. Strong customer service skills and capacity to maintain a high level of confidentiality.

Preferred Qualifications

1. At least Two (2) years of administrative experience in government, corporate, or law firm environment.
2. Demonstrated knowledge/experience in the use of an electronic database.
3. 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.
4. Ability to work well independently and to exercise sound judgment and discretion in handling confidential information.
5. Experience in maintaining accurate electronic and paper records, as well as organizing and synthesizing information and documents.
6. Excellent communication and time management skills and proficiency in giving precise written and oral instructions.
7. A proven team player and willing to take on other tasks aimed at helping the unit to succeed, including ability to identify and resolve problems as necessary and appropriate.

About the Department of Children and Families:

The Department of Children and Families (DCF) is committed to upholding the fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. DCF’s vision is that all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care and education.

DCF works toward establishing the safety, permanency, and well-being of the Commonwealth's children by stabilizing and preserving families; providing quality temporary alternative care, when necessary, safely reunifying families; and when necessary and appropriate, creating new families through kinship, guardianship, or adoption. Preferred applicants will possess a demonstrated commitment to the core practice values: 1) child-driven, 2) family-centered, 3) community-focused, 4) strength-based, 5) committed to diversity/cultural competency, and 6) committed to continuous learning.

Please ensure that you attach a resume with your application submission to this requisition.

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants".

As part of the hiring process, the Office of Human Resources will be verifying any college-level degrees conferred to the selected candidate. Additionally, any licensure required for the position will be verified. Information provided as part of the hiring process is subject to the Massachusetts Public Record Law and may be published on the Commonwealth’s website.

1. Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

For questions, please contact the CYF Office of Human Resources at 1-800-510-4122 and select option #4.

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE 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.

Substitutions:

I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. 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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Primary Location

Job

Job

: Administrative Services

Agency

Agency

: Department of Children & Families

Schedule

Schedule

: Full-time

Shift

Shift

: Day

Job Posting

Number of Openings

Number of Openings

: 1

Salary

: 61,195.94 - 88,071.36 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Jael Beal Jae.beal2@mass.gov - 8572837581

Bargaining Unit : 06-NAGE - Professional Admin.

Confidential : Yes

Potentially Eligible for a Hybrid Work Schedule : Yes

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