Administrative Secretary II

Commonwealth of Massachusetts; Boston (MA); Hybrid; USD 66,000 - 94,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

Commonwealth of Massachusetts seeks an Administrative Secretary II to serve as a confidential legal assistant to two Administrative Judges, handling case management and complex administrative duties. You will manage a caseload of 200–300 cases, coordinate schedules, liaise with attorneys, claimants, insurers, and staff, and maintain the document management system.

The ideal candidate has strong organizational skills, attention to detail, and the ability to balance multiple projects in a

Qualifications

• High school degree or equivalent with 5+ years of clerical/secretarial experience, or equivalent
• Associate's degree may substitute for two years of experience
• Excellent organizational skills and attention to detail required
• Ability to balance multiple projects in a confidential environment

Responsibilities

• Manage a caseload of 200–300 cases in a multi-situational setting and coordinate with Judges
• Liaise with internal units, claimants, attorneys, and staff
• Maintain case files in the DMS/CMS and prepare court determinations and orders
• Communicate scheduling changes and hearing dates to all parties involved
• Review transcripts, documents, and evidence for compliance with court protocol

Skills

Organizational skills

Attention to detail

Communication

Time management

Education

High school degree or equivalent

Associate's degree substitution for experience

Tools

DMS/CMS software

Job description

Official website of the Commonwealth of Massachusetts

Job Description - Administrative Secretary II (260005NR)

Job Description

Administrative Secretary II - ( 260005NR )

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 II acts as confidential legal assistant to two Administrative Judges or two Administrative Law Judges administering M.G.L. c 152. Working independently, responsible for case management, coordination of resources and management of a broad range of complex administrative duties and responsibilities involving confidential and security-sensitive information.

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

Duties include but are not limited to:

Manage a case load of approximately 200-300 cases in a multi-situational environment conferring with the Judges concerning all issues or questions related to the Judges’ personal dockets. Utilize sound judgment while analyzing and evaluating actions needed to manage past, current and future cases daily.Judges’liaison with all stakeholders including but not limited to internal units, pro se claimants, claimants’ attorneys, employers’, insurers’ attorneys, paralegals, or other office staff.

Must maintain the 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 accurately and distribute court determinations, Conference Orders and Hearing Decisions, based upon the Judges’ findings following Conferences and Hearings.This includes calculating benefits and attorney fees pursuant to specific sections of M.G.L. c.152.Communicate daily with the Stenographer Unit to facilitate stenographer resources providing updates if a traveling stenographer is required.

Responsible for the management of Judges’ schedules, daily case dockets and communicating real time meeting date changes to claimant’s attorney, insurer’s attorney, pro se claimant, and impartial physician offices.

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

Proofread all documents and forms received that include, but not limited to, Judges completed Hearing Decisions and Conference Orders prior to distribution to the parties.

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 as well as documenting electronic calendar changes of Conferences and Hearings.

Prepare Judges for court by organizing all case trial documents, motions and exhibits ensuring all documents are current, appropriate, available, and correct.Review trial transcripts to compose initial sections of hearing decisions which includes listing appearances, witnesses, exhibits presented and procedural matters.

Make determinations as to whether the parties’ submission of Conference medical evidence, non-medical evidence, hypothetical question, Section 15 submissions, agreements, 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 meetings.

Investigate, gather and analyze research data, such as statutes, decisions, legal articles, codes, motions and documents as well as search pertinent internal sources such as claims, scheduling and the impartial unit to determine the appropriate action necessary to prepare cases. Initiate necessary action based on the Judge’s motion ruling such as creating new cases.

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

Review proposed Lump Sum Settlement Agreement papers and Section 15 petitions for accuracy as well as research the cases for liens on file and/or open vocational rehabilitation.

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 as assigned by the Senior Judge and Judicial Support Manager.

Qualifications

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have a high school degree or equivalent and (A) at least five (5) 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 may be substituted for two (2) years of the required experience.

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 / Affinitive 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 Secretary II

Job

Administrative Services

Agency

Department of Workforce Development

Schedule

Full-time

Shift

Day

Job Posting

Sep 3, 2026, 7:43:28 PM

Number of Openings

1

Salary

66,367.86 - 93,605.72 Yearly

If you have Diversity, Affinitive Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Karen Haynes-Clifton - 6176265138

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes