Administrative Secretary II

Provides primary administrative support for the office of the Director of the Massachusetts Firefighting Academy, the training division within the Department of Fire Services. Also serves as secretary and administrative staff for the Massachusetts Fire Training Council.

·        Develops a comprehensive knowledge and understanding of the academy’s business activities.

·         Provides administrative support for the Director, Deputy Directors, and members of management, including receiving and screening calls, arranging conference calls, receiving visitors, coordinating and arranging meetings, preparing agendas and correspondence, and reserving and preparing meeting rooms. 

·         Act as liaison between the Director’s office and contacts both internal and external.

·         Assists in the production and distribution of monthly reports to the Massachusetts Fire Training Council (MFTC).  Makes all notifications of sub-committee and full council meetings and ensures quorum.  Post monthly Training Council open meeting notice and minutes on the DFS website.  Keeps policy manual up to date.  

·        Performs special projects, conducts ad hoc research, creates statistical reports, and updates manuals, as requested by the Director.

·         Attends departmental and training council meetings and promptly records, transcribes, and distributes minutes of meetings to concerned parties.

·         Documents action items and follow-up activities from meetings, coordinates actions, and tracks/ reports on status.

·        Analyzes and organizes office operations and procedures such as filing systems, records disposal, requisition of supplies, and other clerical services for the operations team.

·         Reads and routes incoming mail. Locates and attaches the appropriate file to the correspondence to be answered by the Director.

·         Coordinates with the Human Resources office for the hiring (using MassCareers) and promotion of contract staff for the division.  Creates and monitors job postings in MassCareers as required by the Director's Office and other Division staff. 

·         Keeps accurate records of contractor step increases, contact information, and instructor LMS credentials.

·         Prepares VA paperwork for Recruit Programs, including other VA requirements.

·         Assists staff with Fiscal procedures, ordering, and tracking requisitions and invoices.

·         Prepares and distributes legislative letters pertaining to Recruit graduations and quarterly course offerings.

·         Arranges and coordinates travel authorizations for all division staff.

·         Compiles credit card transaction logs for the Director and Deputy Director on a monthly basis

·         Primary initial contact for all Public Records requests for the Division. 

·         Works independently on special projects as needed.

The primary work location for this role will be at the DFS Stow MA campus.   Where appropriate, DFS offers a hybrid work model, consisting of in-office and telework to further enhance the work/life balance of its employees.  The successful candidate would be required to work primarily on site during initial training and orientation period before telework may be offered and/or for certain positions, telework may not be appropriate.

*A cover letter and resume expressing your interest in this position must be submitted as part of the application process.  These documents must be specifically attached to the job posting for which you are applying.

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

MINIMUM ENTRANCE REQUIREMENTS:
 

Applicants must have a high school degree or equivalent and (A) at least five (5) years of full-time, or equivalent part-time, experience in clerical or secretarial work or (B) any equivalent combination of the required experience and substitutions below.

Substitution:

I. An Associate's degree may be substituted for two (2) years of the required 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.

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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.