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Assistant to the CommissionerAdministrative Assistant II

Agency Name:

Massachusetts Commission For The Blind

Official Title:

Administrative Assistant II

Functional Title:

Assistant to the Commissioner

Occupational Group:

Office & Program Admin

Position Type:

Civil Service

Full-Time or Part-Time:

Full-Time

Salary Range:

$37,867.96 to $54,487.42 Annually

Bargaining Unit:

06

Shift:

Day

Confidential:

Yes

Number Of Vacancies:

1

City/Town:

Boston

Region:

BOSTON

Facility Location:

48 Boylston Street, Boston MA 02116

Application Deadline:

02-18-2010

Apply Online:

Yes

Posting ID:

J20162

This position is funded from federal grant funds.Duties:

Performs a variety of administrative support to the Commissioner?s Office, which requires organization, administrative skills and a high level of confidentiality; responsible for monitoring various tasks along with the timelines assigned; maintains liaison with regional and field staff with regard to outgoing issues; responsible for logging and tracking all correspondence that comes into the Commissioner?s Office as well as distributing to the proper staff; maintains Commissioner?s Office supply budget; orders office supplies; and performs other related work as required.

Provides administrative support to the Commissioner?s Office, which the duties include:

1.Types time sensitive material and reviews for completeness, content, spelling and grammar in order to produce work in a final professional form.

2.Answers and screens Commissioner?s telephone calls and resolves complex and challenging problems presented by callers, who are often frustrated, concerning consumer issues; determines appropriate action required; and refers calls to appropriate staff, internal or external.

3.Ensures mail is properly logged, sorted and distributed daily to the appropriate staff to ensure correspondence is answered in a timely and efficient manner.

4.Photocopies and processes all correspondence and other documents; transmits, receives and routes faxes.

5.Maintains a filing system by ensuring that papers and documents are filed appropriately and are easily accessible for future reference.

6.Oversees supply budget for Commissioner?s Office by ordering supplies on a quarterly basis to ensure the inventory meets staff needs and that the supply budget is not overspent.

7.Assist in coordination of day to day operation of the Commissioner?s Office, schedule and organize meetings for the Commissioner, as well as reserving locations for these meetings.

8.Completes weekly time sheets and distributes payroll for the Commissioner?s staff.

9.Back up time keeper for Deputy Commissioner and Commissioner?s office. Arranges travel for the Commissioner to out of state

10. Provide clerical support to the Rehabilitation Council. This will include typing minutes, converting minutes to accessible formats (Braille, large print, and disk), distributing minutes and other documents to Council members; scheduling meetings and notifying members; scheduling interpreters as needed; setting up conference rooms for meetings; and filing RC documents.

Qualifications:

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. An Associate'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.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

SPECIAL REQUIREMENTS: None.Preferred Qualifications:

Excellent Writing Skills

Bilingual Spanish preferred

Comments:

This is a confidential position.

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



How To Apply: If you are applying for this position on-line, you must create a profile andlog in.

If you do not wish to apply for this position on-line, and would prefer to send your resume and cover letter by mail or fax please forward it to:

Disabilities and Community Services

Kim Indelicato

600 Washington Street, 2nd floor

Boston, MA 02111

Fax # 617-348-5266

PLEASE INCLUDE JOB POSTING ID# AND JOB TITLE ON ALL CORRESPONDENCE.

For questions regarding this posting, please contact DCS Customer Service at 1 (800) 393-9324.



Agency Web Address:

http://www.mass.gov/mcb/Diversity Officer:

Ms. Mary Connelly, (617) 348-5945

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