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. Duties and Responsibilities (these duties are a general summary and not all inclusive): 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. Preferred Qualifications: 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 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. For more information about our agency and programs visit: www.mass.gov/dcf Pre-Hire Process: 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 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. If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the?ADA Reasonable Accommodation Online Request Form For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #4 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. 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. Job: Administrative ServicesOrganization: Department of Children & Families Title: Executive Assistant to the Deputy General Counsel & Director of Fair Hearings Location: Massachusetts-Boston-1 Ashburton Place Requisition ID: 250007YO
