Executive Assistant to the Office of the General Counsel - Mass.gov

The new address of this position will be 1 Federal Street, Boston, MA 02110 in 2025.

About the Organization:

The Division of Insurance ("DOI"), an Agency within the Office of Consumer Affairs and Business Regulation, administers the Commonwealth’s insurance consumer protection laws through its regulation of the insurance industry. The primary mission of the Division is to monitor the solvency of its licensees in order to promote a healthy, responsive and willing marketplace for consumers who purchase insurance products. The Division also investigates and responds to consumer inquiries and complaints, enforces state insurance laws and regulations, and provides the public with accurate and unbiased insurance information.

The Division of Insurance is committed to creating and sustaining a work culture that is welcoming, inclusive, and mutually respectful to all its employees regardless of race, color, age, creed, religion, national origin, ethnicity, sex, gender identity or expression, sexual orientation, genetic information, veteran or disability status. We strive to reflect diversity in all facets and levels of our agency.

About the Role:

The Executive Assistant to the Office of the General Counsel provides multiple administrative services to the Office of the General Counsel in areas including file organization and record keeping; customer service and program management. The Executive Assistant will supervise the Docket Clerk in the Hearing and Appeals Unit.

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

• Assist and coordinate the flow and maintenance of documentation of the Legal Division's routine regulatory activities.
• Coordinate dissemination of Office-wide communications to all Division staff from the Deputy Commissioner & General Counsel, and the Deputy General Counsel.
• Collect and organize in a timely and accurate manner documents requiring review, signature or other information.
• Maintain thorough and accurate records of Legal Division personnel as required.
• Schedule meetings and relay messages as necessary.

Oversees the Office of the General Counsel Administrative Functions.

• Coordinate scheduling with the Docket Clerk to ensure all DOI hearings and meetings are properly noticed to the public.
• Coordinate telephone coverage for the Office of the General Counsel as necessary.
• Follow instructions and comply with all requests in a timely manner while coordinating and prioritizing multiple projects.

Serves as the Office of the General Counsel EPRS (Employee Performance Review System) Coordinator.

• Coordinate and review with supervisors and reviewers all EPRS requirements and deadlines for completing evaluations.
• Update supervisors and reviewers on new developments and changes in EPRS administration.

Coordinates Service of Process for Insurance Companies.

• Filings are processed and inquiries answered in a timely fashion according to statutory requirements.
• Collect fees for the Office of the General Counsel and log and remit to DOI Administration.
• Record statistics and issue reports on a timely basis.
• Properly train support staff and supervise in this duty when necessary.

Coordinates and supervises all Ethics Commission Filings of Agency staff designated by the Commissioner of Insurance as "Policy Making" personnel.

• Act as Liaison to the State Ethics Commission (“Ethics”) by supervising and maintaining a shared state-wide database.
• Issue all Ethics Notifications and Alerts to designated staff in a timely manner.
• Issue annual letter informing “Policy Making” personnel of their annual ethics disclosure filing obligation, and review status of their compliance.
• Maintain accurate listing of "Policy Making" personnel.

Maintains Office of the General Counsel Litigation & Receivership Files.

• Log and disseminate all litigation and receivership documents to appropriate personnel.
• Process invoices and affidavits for receivership cases.
• Maintain current litigation and receivership files.
• Prepare older litigation files and receivership files for archiving and storage.

Preferred Knowledge, Skills, and Abilities:

• Knowledge of principles and practices of supervision.
• Ability to communicate in a clear and concise manner both verbally and in writing.
• Ability to establish and maintain effective working relationships with supervisors, associates, subordinates and other agencies.
• Ability to understand and implement complete instructions; to interpret and apply laws, rules and regulations.
• Ability to learn and use computer systems and applications such as Microsoft TEAMS, Word and Excel, to comply with program requirements.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.
• At least 5 years' experience working in a professional Legal or Government setting as an Office Manager, Paralegal or Executive Assistant or other administrative position.
• Superior organizational, time management and writing skills.
• Pleasant telephone manner and skill in diffusing displeased callers to provide the best possible customer service.

All applicants should attach a cover letter and resume to their online submission for this position.

SALARY PLACEMENT IS DETERMINED BY YEARS OF EXPERIENCE AND EDUCATION DIRECTLY RELATED TO THE POSITION AND THE HUMAN RESOURCES DIVISION’S RECRUITING GUIDELINES.

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) four 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, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.

III. 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 (A) experience.

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

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!

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.