Administrative Assistant II - Administration

Commonwealth of Massachusetts; Massachusetts; On-site; USD 60,000 - 89,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant II to provide essential support in office services and records control. This role involves monitoring unit activities, preparing reports, and ensuring effective operations. Candidates should possess strong office management skills and proficiency in Microsoft Office applications. Join a dynamic team that values collaboration and offers a supportive work environment. This is a fantastic opportunity to contribute to the efficient functioning of a vital state agency while enjoying comprehensive benefits and growth potential.

Benefits

Comprehensive Employee Benefits

Potential for Hybrid Work Schedule

On-the-job Training

Qualifications

• 3+ years of experience in office management or administration.
• Proficient in Microsoft Office Suite including Outlook, Word, and Excel.

Responsibilities

• Composes and formats letters and reviews documents for compliance.
• Maintains office supplies and monitors unit activities for compliance.

Skills

Office Management

Business Administration

Records Management

Microsoft Outlook

Microsoft Word

Microsoft Excel

Education

Associate's Degree in Business Administration

Bachelor's Degree in Public Administration

Tools

Personal Computer

Photocopier

Fax Machine

Job description

An Official website of the Commonwealth of Massachusetts

Job Description - Administrative Assistant II - Administration (2500041D)

Job Description

Description

Position Summary

Incumbents of positions in this series monitor assigned unit activities; confer with agency staff; maintain liaison with others; review and analyze data concerning assigned unit activities; prepare reports; respond to inquiries; compile data; and perform related work as required. The basic purpose of this work is to provide administrative support in connection with assigned unit activities such as office services, records control, agency personnel services, etc.

Duties and Responsibilities

• Composes and formats letters and review documents for completeness, content, and compliance with regulatory and legal standards.
• Operates various office machines including photocopier, fax machine, postage meter, personal computer, etc.
• Answers incoming calls and directs caller or relays information to appropriate party.
• Maintains bulletin boards as assigned.
• Monitors assigned unit activities to ensure effective operations and compliance with established standards.
• Responds to inquiries in order to provide information concerning assigned unit activities.
• Confers with agency staff in order to exchange information, coordinate efforts and to obtain information concerning agency programs and activities.
• Prepares reports concerning assigned unit activities in order to furnish required information and to make recommendations concerning procedures, programs and activities.
• Provides on the job training and orientation for employees as needed.
• Review, analyze and prepare reports concerning assigned unit activities.
• Maintaining office supplies.
• Proficiency in Microsoft Outlook, Word, and Excel.

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s 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 MassDOT’s culture and career opportunities can be found atmass.gov/massdot-careers .

MassDOT’s 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.

Qualifications

Minimum Entrance Requirements

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

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at [e-mail].
• For general questions regarding MassDOT, call the Human Resources Service Center at 857‐368‐4722.
• For a disability‐related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857‐274‐1935.

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.

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.

Official Title : Administrative Assistant II

Primary Location

Primary Location

: United States-Massachusetts-Lenox-270 Main Street

Job

Job

: Administrative Services

Agency

Agency

: Massachusetts Department of Transportation

Schedule

Schedule

: Full-time

Shift

Shift

: Day

Job Posting

Job Posting

: May 9, 2025, 1:36:23 PM

Number of Openings

Number of Openings

: 1

Salary

: 60,344.98 - 88,207.43 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Derrick Mann - 8573688541

Bargaining Unit : DOT

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes