Administrative Secretary I

Commonwealth of Massachusetts; Boston (MA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Comprehensive employee benefits

Job summary

The Commonwealth of Massachusetts is seeking an Administrative Secretary I for the Department of Industrial Accidents. This role involves managing a substantial impartial exam case load and performing high-level administrative duties using sound judgment.

The ideal candidate will have excellent organizational skills, attention to detail, and a strong ability to balance multiple projects. A minimum of three years of clerical experience is needed, with an associate's degree serving as a valuable substitute.

Qualifications

• Three years of full-time or equivalent part-time clerical or secretarial work experience.
• Ability to handle complex administrative duties involving confidential information.
• Experience in managing case loads and stakeholder communication.

Responsibilities

• Manage an impartial exam case load of approximately 5000 cases.
• Perform administrative duties with high skill and knowledge.
• Maintain internal database case information and correspondence.

Skills

Excellent organization skills

Attention to detail

Ability to manage multiple projects

Education

High school diploma or equivalent

Associate's degree in a relevant field

Job description

Description

The Department of Industrial Accidents (DIA) mission is to administer the Commonwealth's Workers' Compensation System and to provide prompt and fair compensation to victims of occupational injuries and illnesses, and to see that medical treatment to injured workers is provided in a timely manner while balancing the needs of employers to certain workers' compensation insurance costs.

The Administrative Secretary I acts as assistant to the Impartial Scheduling Unit Manager and the Impartial Scheduling Unit Supervisor. Working independently, responsible for case management, coordination of resources and management of broad range of complex administrative duties and responsibilities involving confidential and security-sensitive information.

The ideal candidate should have excellent organization skills, attention to detail, the ability to maintain accurate records, and must be able to balance multiple projects at the same time.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

• Manage an impartial exam case load of approximately 5000 cases in a multi-situational environment. Utilize sound judgment while analyzing and evaluating actions needed to manage past, current and future cases daily. Liaison with all stakeholders including but not limited to internal units, pro se claimants, claimants’ attorneys, employers’ attorneys, insurers’ attorneys, paralegals, or other office staff.

• Must maintain the board case file (DMS) that includes but not limited to scanning and uploading all submitted substantive documents prior to quality control review.

• Perform administrative duties with a high level of skill and knowledge. Prepare and scheduled accurately impartial exams, based upon the Judges’ findings following Conferences.

• Responsible for courteous, prompt and professional communication electronic and oral responses to inquiries from attorneys, the public and all supporting internal units regarding impartial examinations and appeal fee checks as well as judicial procedures, hearing dates, protocols, forms as well as providing guidance on the use of propriety software.

• Responsible for maintaining internal database (DMS/CMS) case information to record all case dispositions for court orders, decisions, motions and agreements including importing and maintaining all case correspondence, pertinent documents in electronic filing system.

• Make determinations as to whether the parties’ submission of Conference medical evidence, non-medical evidence, hypothetical question, forms, or other electronic documents comply with established court protocol and accept or reject same in accordance with strict departmental guidelines.

• Review electronic files and contact attorneys or litigants to obtain any outstanding documents and information for scheduled impartial examination.

• Review Conflict Disclosure Forms for the assignment of 11A examinations. Communicate with stakeholders regarding missing Conference medical submissions and appropriate information.

• Review monthly status reports to ensure the expeditious advancement of all claims. Follow up with parties regarding outstanding issues, documents, or submissions.

• Other duties and assignments assigned by the Senior Judge, Impartial Scheduling Manager and Impartial Scheduling Supervisor.

Qualifications

Applicants must have a high school diploma or equivalent and (A) at least three (3) 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 or higher 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.