Administrative Assistant

Commonwealth of Massachusetts - Boston, MA3.9

Full-time
About MassDOT

At MassDOT, transportation is not about roads and bridges, or trains and buses – it is about people. Our mission begins with customers - individuals, businesses, municipalities, and regional transit agencies. We support programs and projects that deliver a high return on investment. We partner with municipalities, public agencies, and private sector businesses. MassDOT supports the economic, quality of life, and environmental goals of the Commonwealth.

Duties & Responsibilities:
Assists in the maintenance and support of the EBO System (Equitable Business Opportunity System) for Contract Compliance unit. Compiles and enters contract data for reporting purposes.

Maintains liaison with contractors and vendors to ensure compliance with established procedures resolves problems and provides guidance throughout contracting process.

Assists in the coordination and monitoring of the On –the-Job Training/Supportive Services (OJT/SS) program to ensure effective operations and compliance with FHWA procedures.

Process encumbrances and follow accounting and budgetary procedures to insure accurate and timely reporting.

Review and analyze data concerning workforce development and job placement on selected contracts to determine OJT/SS program effectiveness and progress.

Responds to inquiries in order to provide information concerning assigned unit activities.

Provides administrative and technical support to ODCR managers by preparing reports; preparing, assembling, reviewing and editing documents.

Familiarity with EBO, Project Info, MMARS and other related accounting systems.
Familiarity with state and federal mandates regarding civil rights.
Knowledge of applicable USDOT regulations and programs.
Knowledge of the principles and practices of office management.
Knowledge of the methods of used in the preparation of charts, graphs and tables.
Knowledge of the types and uses of general office equipment.
Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
Ability to follow written and oral instructions.
Ability to gather information through questioning individuals and by examining records and documents.
Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
Ability to assemble items of information in accordance with established procedures.
Ability to determine proper format and procedure for assembling items of information.
Ability to prepare general reports and maintain accurate records.
Ability to prepare and use charts, graphs and tables.
Ability to communicate effectively in oral expression and deal tactfully with others.
Ability to give written and oral instructions in a precise, understandable manner.
Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
If you have any questions regarding this position, please contact the Human Resource Generalist, Candida Bouchard at 857-368-8504.

Qualifications

This requisition will remain open until fielled; however, 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, professional, administrative, supervisory or managerial experience in business administration, business management, public administration, financial management, or professional experience in a particular specialty (i.e. scientific, professional, or technical) or (B) any equivalent combination of the required experience and the substitutions below.
Incumbents may be required to have a current and valid motor vehicle driver’s license at a class level specific to assignment.

Substitutions:
I. A Bachelor's or higher degree with a major in business administration, business management, public administration, financial management, or degree related directly to the specialty may be substituted for two years of the required experience.
II. A Graduate or higher degree with a major in business administration, business management, public administration, financial management, or degree related directly to the specialty may be substituted for the required experience.
II. A Bachelor's or higher degree with a major other than in business administration, business management, public administration, financial management, or degree related directly to the specialty may be substituted for a maximum of one year of the required experience.

An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

For purposes of bargaining unit designation, Unit 6 is equivalent to MassDOT Unit D.

Official Title: Administrative Assistant II
Primary Location: United States-Massachusetts-10 Park Plaza
Job: Administrative Services
Agency: Massachusetts Department of Transportation
Schedule: Full-time
Shift: Day
Job Posting: Feb 13, 2019, 3:10:09 PM
Number of Openings: 1
Salary: 47,859.76 - 69,308.72 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 857-368-8541, ADA Coordinator: Rita DiNunzio - 857-368-8541
Bargaining Unit: DOT
Confidential: No