Administrative Secretary II

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

Job summary

The Commonwealth of Massachusetts is seeking an Administrative Secretary II in Springfield. This role involves case management, preparing court documentation, and liaising with judges and various stakeholders.

The ideal candidate will excel in organizational skills, detailed record-keeping, and effectively managing multiple responsibilities in a busy legal environment. Experience in clerical or secretarial work is required, and there is potential for a hybrid work schedule.

Qualifications

• At least five (5) years of full-time or equivalent part-time clerical or secretarial work experience.
• Must have the ability to manage confidential information.

Responsibilities

• Manage a case load of approximately 200-300 cases.
• Maintain case files and prepare court documents.
• Respond to inquiries courteously and professionally.

Skills

Excellent organizational skills

Attention to detail

Ability to balance multiple projects

Education

High school degree or equivalent

Associate's degree (substitution)

Job description

Administrative Secretary II

Job Description - Administrative Secretary II (2600035Q)

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.

Responsibilities

• 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 and utilizing sound judgment while analyzing and evaluating actions needed to manage past, current, and future cases daily.
• Serve as judge liaison with all stakeholders including internal units, pro se claimants, claimants’ attorneys, employers’, insurers’ attorneys, paralegals, and other office staff.
• Maintain the case file (DMS) by scanning and uploading all submitted substantive documents prior to quality control review.
• Perform high-level administrative duties, prepare and distribute court determinations, Conference Orders, and Hearing Decisions based on Judges’ findings following Conferences and Hearings, calculate benefits and attorney fees pursuant to M.G.L. c.152, and communicate daily with the Stenographer Unit to facilitate stenographer resources. Provide updates if a traveling stenographer is required.
• Manage Judges’ schedules, daily case dockets, and communicate real‑time meeting date changes to claimant’s attorneys, insurer’s attorneys, pro se claimants, and impartial physician offices.
• Respond courteously, promptly, and professionally to electronic and oral inquiries from attorneys, the public, and supporting internal units regarding judicial procedures, court appearances, hearing dates, adjournments, protocols, forms, and guidance on proprietary software use.
• Proofread all documents and forms received, including Judges’ completed Hearing Decisions and Conference Orders, prior to distribution to the parties.
• Maintain the internal database (DMS/CMS) of case information, record all case dispositions for court orders, decisions, motions, and agreements, import and maintain all case correspondence and pertinent documents in the electronic filing system, and document 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, including listing appearances, witnesses, exhibits presented, and procedural matters.
• Determine whether parties’ submissions of Conference medical evidence, non‑medical evidence, hypothetical questions, Section 15 submissions, agreements, forms, or other electronic documents comply with established court protocol and accept or reject them in accordance with strict departmental guidelines.
• Review electronic files, contact attorneys or litigants to obtain outstanding documents and information for scheduled meetings.
• Investigate, gather, and analyze research data such as statutes, decisions, legal articles, codes, motions, and documents; search pertinent internal sources such as claims, scheduling, and the impartial unit to determine appropriate action for case preparation; 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.
• Review proposed Lump Sum Settlement Agreement papers and Section 15 petitions for accuracy; research cases for liens on file and/or open vocational rehabilitation.
• Review monthly status reports to ensure expeditious advancement of all claims; follow up with parties regarding outstanding issues, documents, or submissions.
• Perform other duties and assignments as assigned by the Senior Judge and Judicial Support Manager.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

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: An Associate's degree may be substituted for two (2) years of the required experience.

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.

Equal Opportunity / Diversity Statement

An Equal Opportunity / Affmantive 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

Location

United States – Massachusetts – Springfield – 1441 Main Street

Job Type and Schedule

Full‑time, Day shift.

Salary

65,066.56 – 91,770.38 yearly.

Contact for Diversity, ADA, and Accessibility

For Diversity, affirmative action or equal employment opportunity questions or to request a reasonable accommodation, contact the Diversity Officer / ADA Coordinator: Karen Haynes‑Clifton – 617 626‑5138.

Additional Information

Confidential: No

Potentially eligible for a hybrid work schedule: Yes