Administrative Assistant Ii Jobs

About MassDOT

An agency on the move, the Massachusetts Department of Transportation (MassDOT) takes great pride in connecting the Commonwealth’s residents and communities. Powered by a growing data-analytics discipline – and working in conjunction with municipalities, public agencies, and the private sector – we’re finding new ways to improve the Bay State’s transportation infrastructure.

MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth.

MassDOT’s divisions include Highway, Aeronautics, Registry of Motor Vehicles, Rail & Transit, and Planning & Enterprise Services. We are an organization of over 4,000 and growing.

Duties and Responsibilities

• Assist with HR requests and documentation as needed.
• Assist District 2 employees with information and processing documentation.
• Process and/or provide backup for mileage reimbursements as needed, ensuring reimbursements are processed timely, and charged to assigned cost codes. Prepares documentation and worksheets as they relate.
• Ensure payroll entries are compliant with Collective Bargaining Agreement language, MassDOT policies, and protected leave.
• Assist in the preparation and processing of Industrial Accident Reports and report them to MassDOT Worker’s Compensation staff.
• Maintain District bulletin boards of notices, policy directives, and postings.
• Copying and filing documents as required.
• Attend meetings and trainings that pertain to the position of Administrative Assistant II.
• Assist with processing District 2 mail as needed.
• Order supplies and maintenance for copiers.
• Assist the District Highway Director, District Administrator, and other members of District 2 Administration upon request.
• Assist the District Highway Director, District Operations Engineer, District Administrator, and other members of District 2 Administration upon request with preparation of correspondence and scheduling meetings.
• Other duties as assigned.
• Ensure the integrity of the HRCMS/SSTA payroll entries through auditing weekly entries and ensuring proper Time Reporting Codes (TRC) and Cost Codes are properly utilized.
• Use of Microsoft Office.

Qualifications

Minimum Entrance Requirements

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

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Education substitutions will only be permitted for a maximum of two 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.

Want the specifics? Explore our Employee Benefits and Rewards!

• For questions regarding the job posting, please email Heather Sweeney at [email protected].

• For general questions regarding MassDOT, call the Human Resources Service Center at 857-368-4722.

• For a disability-related reasonable accommodation or alternative application method, call Diversity Officer, Derrick Mann at 857-368-8541.

An Equal Opportunity / Affirmative 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 Assistant II

Primary Location : United States-Massachusetts-Northampton-811 N King Street

Job : Administrative Services

Agency : Massachusetts Department of Transportation

Schedule : Full-time

Shift : Day

Job Posting : Aug 4, 2023, 1:58:18 PM

Number of Openings : 1

Salary : 54,167.38 - 78,423.27 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Derrick Mann, Dir. of Affirmative Action Compliance & EEO Programs - 8573688541

Bargaining Unit : DOT

Confidential : No

Hybrid Work Eligible : Yes