Legal Secretary

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


The Legal Secretary (Program Coordinator I) position salary range is $49,990.46 to $71,259.76. Salary is determined in accordance with the Human Resources Division’s Recruiting Guidelines as outlined in the NAGE Unit One Collective Bargaining Agreement (CBA).

About the Agency

The Group Insurance Commission (GIC) seeks to hire a Legal Secretary (Program Coordinator I).The GIC provides high-value health insurance and other benefits to state employees, retirees, and their survivors and dependents. The GIC also covers housing and redevelopment authorities as well as certain municipalities that elect to join the GIC. The agency works with vendors selected through competitive bidding to offer cost-effective benefits produced with careful plan design and rigorous ongoing management. The agency's performance goals are to provide affordable, high quality benefits and, as the largest employer purchaser of health insurance in the Commonwealth, to use that position to drive improvements in the health care system. The GIC’s FY2016 appropriation is $2.1 billion. There are currently almost 240,000 enrollees and over 435,000 people covered by the GIC.

The GIC administers the Commonwealth’s health, life, long term disability, flexible spending accounts, dental and vision insurance programs for some 435,000 state employees, retirees, and their dependents. These responsibilities are conducted pursuant to the authority vested in the agency by Chapter 32A and 32B as amended.

The agency is comprised of seven business areas: (1) Executive, (2) Administrative Services (Human Resources, Procurement, Facilities Management, and Mail Services), (3) External Affairs (Communications and Legislative Affairs), (4) Fiscal (Accounts Payable and Accounts Receivable), (5) Legal, (6) Operations (Customer Service, Benefit Enrollment, Verification of Benefits, Life Claims, and Continued Coverage) and (7) Program and Project Management (Vendor Relations/Management of GIC Benefits).

Position Summary

This position is assigned to the Executive and Legal Departments. This employee provides specialized legal and administrative support. Functions include but are not limited to: serving as the Records Access Officer and performing RAO duties related to public records requests; assisting agency’s privacy and security officers and tracking compliance with state and federal law, assisting with agency procurements and preparation of; legal research in a variety of areas; maintenance of files and records in accordance with required procedures; maintenance of legal library; assisting legal staff with scheduling meetings, drafting correspondence and other documents, other duties as assigned. This employee works in partnership with the Executive Secretary to support the executive staff and the Commission and also serves as administrative backup to the Executive Secretary. The employee must have attention to detail, polished speaking skills, excellent interpersonal and communication skills, be able to convey information in a concise, logical, and clear manner, and must be able to learn new topics rapidly.

Duties and Responsibilities

The Legal Secretary will support and be assigned work from the entire legal department and the Executive Committee. This position directly reports to the General Counsel and matrixes to the Executive Administrative Assistant. This position also works with the Executive Committee and with other department directors.

Responsibilities will include but are not limited to:
General administrative duties, such as copying, scanning, answering phones, etc.
Maintenance of the legal files (electronic and paper) and organization of files
Serve as the Public Records Access Officer and prepare and respond to public records requests
Assist in responding to subpoenas
Assist and support legal department responsibilities as privacy and security officers
Assist the legal department in preparing internal and external correspondence
Taking and finalizing Commission meeting minutes and submission of meeting material to legislature
Assist Executive Assistant with preparation of and maintenance of Commission meeting materials
Assist with the procurement process and development of resulting contract components; ensure compliance with procurement and contracting process across agency;
Serve as backup executive administrative assistant
Other duties as assigned
Work hours are 8:45 am to 5:00 pm.

Minimum Entrance Requirements (MERs)

Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:
I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. A Bachelor'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.
Preferred Qualifications

Experience in law firm and/or governmental agency
Experience with administrative and regulatory law
Experience with Public records and procurement law
Comfortable working with high level officials/C-level
Curious to learn new topics and ability to learn new topics quickly
Attention to detail and accuracy
Excellent organizational skills
Excellent legal and general research skills
Excellent written and verbal communications skills, including ability to communicate in a precise, understandable manner and ability to communicate concisely, clearly and provide information in a logical sequence
Experience with administrative law, legislative process, and promulgation of regulations
Ability to manage multiple projects simultaneously and meet tight deadlines
Ability to work autonomously once a process is learned
Experience in handling highly sensitive and confidential information; ability to exercise discretion in handling such information; and knowledge of how to handle information protected under HIPAA; ability to exercise sound judgment
Ability to establish rapport and maintain harmonious working relationships with others
Enthusiastic attitude and sense of urgency

How to Apply

Interested candidates can learn more about the GIC at www.mass.gov/orgs/group-insurance-commission. Applications will only be accepted through the Commonwealth’s online application system, MassCareers. Cover letters and resumes will be accepted when they are attached to an online application/profile. The Group Insurance Commission cannot accept or consider applications that are mailed, emailed, faxed, or dropped off at our office. This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Please note education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

The Group Insurance Commission (GIC) understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the GIC's Diversity Officer/ADA Coordinator by phone 617.727.2310 or email GIC.ADA.Requests@MassMail.State.MA.US

Total Compensation

As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve -but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your total compensation, including:

75% state paid medical insurance premium
Flexible Spending Account and Dependent Care Assistance programs
Low cost basic and optional life insurance
Employee Assistance Program
Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
11 paid holidays per year and competitive Sick, Vacation and Personal Time
Tuition Remission for employee and spouse at state colleges and universities
Extended Illness program participation options

The Legal Secretary (Program Coordinator I) position salary range is $49,990.46 to $71,259.76. Salary is determined in accordance with the Human Resources Division’s Recruiting Guidelines as outlined in the NAGE Unit One Collective Bargaining Agreement (CBA).

Qualifications

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

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:
I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. A Bachelor'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.