Administrative Secretary II

Commonwealth of Massachusetts; Flint Village (MA); On-site; USD 65,066 - 91,770; Full time

Job summary

The Commonwealth of Massachusetts is seeking an Administrative Secretary II to support two Administrative Judges in managing a caseload of 200‑300 cases. The role involves organization, record-keeping, and communication with various stakeholders in the judicial process.

Applicants must possess a high school diploma and at least five years of clerical experience. The position offers a yearly salary ranging from $65,066.56 to $91,770.38 and is located in Flint Village, Massachusetts.

Qualifications

• At least five (5) years of full-time clerical or secretarial experience.
• Ability to manage multiple projects simultaneously.

Responsibilities

• Act as a legal assistant to two Administrative Judges, managing a caseload of 200‑300 cases.
• Prepare and distribute court determinations, conference orders, and hearing decisions.
• Communicate professionally with claimants, attorneys, and physicians.

Skills

Organizational skills

Attention to detail

Communication skills

Proficiency with proprietary software

Education

High school diploma or equivalent

Associate's degree (substitute for 2 years of experience)

Job description

Administrative Secretary II (26000362)

Overview

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, while balancing employer interests.

Responsibilities

• Act as a confidential legal assistant to two Administrative Judges, managing a caseload of 200‑300 cases.
• Maintain case files in the DMS, scanning and uploading documents before quality control review.
• Prepare and distribute court determinations, conference orders, and hearing decisions, calculating benefits and attorney fees in accordance with M.G.L. c.152.
• Coordinate Judges' schedules, daily dockets, and real‑time meeting date changes with claimants, attorneys, insurers, and physicians.
• Communicate professionally via electronic and oral responses to inquiries about judicial procedures, court appearances, hearing dates, and forms.
• Proofread documents and forms, including Hearing Decisions and Conference Orders, before distribution.
• Maintain internal database (DMS/CMS) with case dispositions, motions, and agreements; import and document all case correspondence.
• Organize trial documents, motions, and exhibits for Judges, ensuring all materials are current and correct.
• Review trial transcripts to draft initial sections of hearing decisions, noting appearances, witnesses, exhibits, and procedural matters.
• Determine compliance of conference submissions (medical, non‑medical, hypothetical, Section 15) with court protocol; accept or reject as guided by guidelines.
• Review electronic files and contact attorneys or litigants for outstanding documents.
• Research statutes, decisions, legal articles, and internal sources to determine appropriate action and initiate actions such as new case creation.
• Complete Conflict Disclosure Forms for 11A examinations and communicate regarding missing conference medical submissions.
• Review proposed Lump Sum Settlement Agreement papers and Section 15 petitions for accuracy and check for liens or open vocational rehabilitation.
• Review monthly status reports to ensure expeditious advancement of all claims and follow up on outstanding issues.
• Perform additional duties as assigned by the Senior Judge and Judicial Support Manager.

Qualifications

• High school diploma or equivalent; at least five (5) years of full‑time (or equivalent part‑time) clerical or secretarial experience, or an equivalent combination of experience and substitutions.
• Associate's degree may substitute for two (2) years of required experience.
• Excellent organizational skills, attention to detail, accurate record‑keeping, and ability to balance multiple projects.
• Strong communication skills and proficiency with proprietary software.

Equal Opportunity Statement

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 law.

Salary

65,066.56 – 91,770.38 Yearly

Location

United States-Massachusetts-Fall River - 1 Father DeValles

Contact

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 – 617-626-5138