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State of Massachusetts Office Manager and Executive Assistant in Boston, Massachusetts

Office of the State Treasurer and Receiver General/State Retirement Board

Job Description

*SALARY CONTINGENT TO BUDGET *

Job Title: Office Manager/Executive Assistant

Department: State Retirement Board

Reports to: Executive Director

PURPOSE OF POSITION

The Massachusetts State Retirement Board (MSRB) administers a defined benefit pension plan for all eligible Commonwealth employees, retirees, and eligible employees from other authorized entities.

The Office Manager/Executive Assistant manages all aspects of administrative activities for the Executive Director and members of the State Retirement Board. This position also manages many operational activities of the MSRB and coordinates preparation of monthly Board Meeting Agenda and briefing materials.

ESSENTIAL FUNCTIONS

  • Effectively draft and manage daily communications including correspondence, telephone and email, and requests of the Executive Director and other Directors

  • Coordinate all aspects of, and assist with preparation of monthly Board meeting materials and agenda, including technology needs for meeting and Board members

  • Attend monthly Board preparation meetings and Board meetings

  • Prepare and ensure posting of monthly Board meeting notice

  • Follow-up with Board members, MSRB Unit Managers and their staff on additional information/materials for matters before the Board and actions related to Board decisions

  • Prepare and maintain Board meeting minutes

  • Serve as point of contact with Boston office building management and the Division of Capital Asset Management & Maintenance

  • Learn required skills to utilize the OnBase electronic content management (document scanning) system

  • Order office supplies, work with vendors for maintenance, upkeep and repair of hardware including copiers, micro-film/fiche machines in accordance with procurement rules

  • Coordinate implementation of day to day Treasury Human Resource polices with the Human Resources Department

  • Willingness to work, and/or be available by telephone or electronically beyond schedule hours when needed

  • Track staff attendance and time off requests

OTHER DUTIES AND RESPONSIBILITIES

  • Assist active and retired members with requests for information forwarded to the Executive Director and Senior staff

  • Adhere to and enforce Treasury HR policies

  • Coordinate MSRB special events and activities, maintaining conference room schedules and availability

  • Contact person for PERAC PROSPER software access

  • Manage MSRB archiving and document retrieval with vendor

SUPERVISORY RESPONSIBILITIES

  • Mail room operation and staff

  • ECM staff

  • Complete required performance evaluations

KNOWLEDGE AND SKILLS

  • Minimum of five years of comparable administrative, office management experience for a similar sized organization required; demonstrated work in support of a governing board or committee preferred

  • Excellent communication, interpersonal and organizational skills are required

  • Ability to perform multiple duties professionally with discretion and confidentiality as needed

  • Associate degree or higher required

  • Current superior working knowledge of Microsoft Word, Excel, Windows required

  • Develop skills to obtain working knowledge of State Retirement Board Computer System

  • Ability to develop working knowledge of M.G.L. Chapter 32 and state retirement benefits

*SALARY CONTINGENT TO BUDGET *

Job: *Administrative Services

Organization: *Off of State Treas & Rec Genrl

Title: Office Manager and Executive Assistant

Location: Massachusetts-Boston-1 Winter Street

Requisition ID: 200007S8

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