Administrative Associate

Commonwealth of Massachusetts; Boston (MA); On-site; USD 35,000 - 50,000; Full time

Job summary

The Commonwealth of Massachusetts is seeking an Administrative Associate – Contact Center to support operations within the Massachusetts Teachers’ Retirement System. This role involves logging and tracking files, document preparation, and providing classy support services.

Required qualifications include a high school diploma, excellent communication skills, and proficiency in Microsoft Office. This full-time position is based in Charlestown, from Monday to Friday, and is not eligible for telework.

Qualifications

• Strong written and verbal communication skills.
• Ability to follow instructions and function independently.
• Flexibility to handle multiple tasks efficiently.

Responsibilities

• Log and track all files for scanning through Tab Fusion system.
• Perform document preparation, scanning, and indexing.
• Provide friendly and efficient office support services.

Skills

Effective communication

Detail-oriented

Familiarity with Microsoft Office (Word, Excel)

Organizational skills

Education

High school diploma or equivalent

Associate's degree (preferred)

Job description

Overview

The Massachusetts Teachers’ Retirement System (MTRS) is the pension plan for public‑school educators in the Commonwealth of Massachusetts. The Administrative Associate – Contact Center supports operations for the Contact Center and overall agency services.

Essential Duties and Responsibilities

• Log and track all files for scanning through the Tab Fusion file management system.
• Perform document preparation, scanning, indexing and validation on all agency documents as required.
• Accurately process all documents to the correct queue using the Kofax scanning system and generate reports as needed.
• Process certain member‑submitted account maintenance forms in a timely and accurate manner, pursuant to established workflows such as beneficiary designation forms.
• Communicate professionally, both verbally and in writing, with members of the MTRS.
• Perform member reception duties: answer and accurately direct incoming calls; greet visitors; review forms for completeness; notify staff of arrivals and deliveries; maintain a clean reception area.
• Open, sort, date‑stamp and distribute all incoming mail; date‑stamp and log checks in the Oracle database.
• Process all outgoing mail using the Pitney Bowes mailing machine.
• Provide friendly, efficient and professional office support services.
• Work independently and participate in decisions affecting workflow and team performance.
• Fully participate in all group meetings, training programs and agency projects as needed.
• Perform other duties as assigned by the Director and Assistant Director of Contact Center Services.

Required Education and Experience

High school diploma or equivalent; associate’s degree preferred.

Qualifications

• Enthusiasm, a positive attitude, and the ability to maintain harmonious relationships with members, employers, the public and MTRS staff.
• Commitment to the mission and competent, compassionate, quality service at all times.
• Ability to communicate effectively and professionally with members and the public.
• Excellent written and verbal communication skills.
• Detail‑oriented with strong organizational abilities.
• General knowledge of services provided by the agency and reasonable knowledge of basic agency functions to assist callers and walk‑ins.
• Understanding of retirement laws and regulations.
• Ability to follow instructions and function independently and as a team member.
• Flexibility to handle a multitude of tasks.
• Proficiency with Microsoft Office, especially Word and Excel.
• Must be able to work full time in the Charlestown office.
• Demonstrated punctuality and reliability.

Hours of Work

Monday through Friday, 9 AM to 5 PM (30‑minute lunch) or 8:45 AM to 5 PM (45‑minute lunch). The position is not eligible for telework.

Equal Opportunity Statement

Massachusetts Teachers’ Retirement System is an Equal Opportunity/affirmative action employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

EEO/ADA Notification

For diversity, affirmative action, or equal employment opportunity questions or reasoned accommodation needs, contact the Diversity Officer/ADA Coordinator: Robert G. Fabino, 617‑679‑6860.