Office Support Specialist II

Commonwealth of Massachusetts - Boston, MA (30+ days ago)3.9


DCAMM’S Mission

Our job is to work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the citizens they serve. We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions. We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.

General Statement of Duties and Responsibilities

The Office Support Specialist II (OSS) will provide comprehensive legal and administrative support to senior construction and real estate legal counsel in the Office of the General Counsel (OGC). OGC works under the direction of the General Counsel. The successful candidate will prepare legal and other relevant documents for OGC matters including investigations, administrative hearings, litigation and transactions. He/she will maintain databases for tracking legal activities, assist and help coordinate all aspects of contract related activities and utilize a variety of information acquisition management systems, including automated procurement data systems, and coordinate responses to inquiries regarding laws, regulations and procedures of the agency.

Detailed Statement of Duties and Responsibilities

Preparation of reports, legal responses, briefs and documents.
Assembles and maintains project and litigation files and databases.
Assists in the review of requests and inquiries made to the agency.
Coordinates OGC contracts and payments with the Office of Finance.
Assists with preparation of individual procurement contract documents.
Assists counsel in Emergency Waiver Process.
Coordinates processing of Change Order Appeals.
Gather all pertinent information from project managers and engineers. .
Maintains Bid Protest files, and assists in hearing preparation.
Maintains OGC law library including updating volumes and periodicals.
Tracking law library materials and maintaining reference materials.
Performs legal administrative support; taking minutes at meetings and reception coverage.
Archiving OGC files in accordance with the records retention and management policies.
Performs other duties as assigned to support counsel and other staff within OGC.
Qualifications Required at Hire
Strong organizational skills with excellent attention to detail and a high level of accuracy.
Knowledge of legal terminology, practice and research methods.
Understanding legal documents such as contracts, litigation documents, and legal decisions.
Ability to write concisely, effectively, and to express thoughts clearly.
Develop ideas in a logical sequence, including the drafting of letters, and other documents.
Ability to work independently, exercise sound judgment, and handle confidential information.
Ability to prepare reports and maintain accurate records.
Computer proficiency with text, financial and database software.
Ability to work productively and professionally with others.
Organize documents for transactions, litigation, hearings, appeals, contract closings and evidentiary materials for litigation.
Preferred Qualifications Required at Hire

Proficient skills with Microsoft Word, Excel PowerPoint, Access databases and Adobe.
Knowledge of laws governing civil litigation and administrative proceedings.
Excellent secretarial skills.
Ability to manage a diverse and heavy workload.
Law firm experience strongly preferred
Two plus years of full time, or equivalent part-time paraprofessional or legal assistant experience.
Knowledge of principles, practices and terminology of construction and real estate laws and governmental practice.

Qualifications

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

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in administrative work experience 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.

Educational substitutions will only be permitted for a maximum of two years of the required experience.