Administrative Assistant II

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

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.

Applicants must have at least (A) 3 years of full-time or equivalent part-time experience in office mgmt. office administration business administration or business mgmt. the major duties of which included one or more of the following functions: purchasing personnel mgmt. budgeting accounting records mgmt. 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 Associates 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 Associates of 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.

• For questions regarding the job posting please email the MassDOT Talent Acquisition Team at
• For general questions regarding MassDOT call the Human Resources Service Center at 8573684722.
• For a disabilityrelated reasonable accommodation or alternative application method call the ADA Coordinator Lucy Bayard at 8572741935.

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 specificsExplore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action 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 dont meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

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Position Summary

The Administrative Assistant II provides professional front desk and administrative support to the Massachusetts Department of Transportation Executive Office. Under general supervision the incumbent serves as a primary point of contact for visitors employees agency leadership and external stakeholders ensuring a welcoming professional and efficient front-office environment. The incumbent must exercise a high degree of professionalism discretion organization customer service and attention to detail when interacting with agency leadership employees external stakeholders and the public.

This position is 100% in office and has no remote work flexibility.

Duties and Responsibilities

• Serves as the primary point of contact for employees visitors customers vendors and external stakeholders providing professional courteous and responsive customer service.

• Greets and assists visitors provides appropriate access and direction and maintains a professional and welcoming front-office environment.

• Manages incoming telephone calls emails priority communications correspondence and general inquiries; responds to requests and directs matters to the appropriate staff or office.

• Reviews analyzes compiles data and prepares reports for the executive office.

• Provides on-the-job training and orientation for employees.

• Provide supervision and direction to employees.

• Oversees and coordinates the activities of subordinates in connection with the preparation and implementation of reports communications and documents.

• Handles sensitive and confidential information with appropriate discretion and maintains confidentiality in accordance with agency requirements.

• Coordinates calendars meetings appointments conferences and other office activities including scheduling preparing meeting materials and maintaining accurate schedules.

• Coordinates office supplies equipment and general office needs; monitors inventory and initiates replenishment requests as needed.

• Receives sorts distributes and processes incoming and outgoing mail packages deliveries and other materials.

• Maintains organized electronic and physical files and ensures records and documents are properly stored and accessible.

• Maintains calendars tracking logs spreadsheets databases visitor information and other administrative tracking tools to support efficient office operations.

• Identifies administrative issues and takes appropriate action to resolve them or refers more complex matters to the appropriate supervisor or staff member.

• Assists with general administrative and operational activities in support of the Secretarys Suite and General Services functions as assigned.

• Performs other related duties as assigned.

Preferred Qualification

• Executive calendar management high volume call management document preparation for c-suite level.

About MassDOT

The 4000 employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealths residents and communities. MassDOT is responsible for developing implementing and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan design construct and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOTs inclusive culture and career opportunities can be found at divisions include Highway Registry of Motor Vehicles Aeronautics and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.