Job Description
About the Office of the Massachusetts State Treasurer and Receiver General ("Treasury")
Our mission is to manage and safeguard the State's public deposits and investments through sound business practices for the exclusive benefits of our citizens, and perform these duties with integrity, excellence, and leadership. Additionally, we strive to provide economic opportunity, stability, and security for every Massachusetts resident.
We are committed to excellence in recruiting, hiring, and retaining diverse and qualified individuals. We value the culture of diversity and professionalism in the workplace, and strongly believe that our workforce should reflect our community.
https://www.surveymonkey.com/r/FM68GFV
Want more jobs like this?
Get jobs in Boston, MA delivered to your inbox every week.
Purpose of the Job:
The Massachusetts State Retirement Board (MSRB) administers a defined benefit pension plan for all eligible Commonwealth employees, retirees, and eligible employees from other authorized entities.
The Executive Assistant / Office Manager manages all aspects of administrative activities for Executive Director, Senior Management and members of the State Retirement Board. Coordinates and prepares monthly Board Meeting agenda, Pre-Board/Sub Committee materials, minutes of the meeting, briefing materials, etc., as it relates to the Board and Board meetings. The position also serves as a constituent service liaison with oversight from the Executive Director.
This position also functions as the Office Manager related to the operations of MSRB's Boston & Springfield offices,
ESSENTIAL FUNCTIONS
- Effectively draft and manage daily communications including correspondence, telephone and e-mail, and maintain scheduling obligations of the Executive Director and other Directors - ensure accurate spelling, grammar, punctuation, timeliness, and professional presentation.
- Coordinate and support, with other business unit managers all aspects of, monthly Board meeting briefing materials, agenda and pre Board meetings. Must be available Board meeting prep week to prepare and executive all required materials timely and in good order. In office schedule subject to change based on direction of Executive Director. Attend monthly Board preparation meetings and monthly Board meetings
- Prepare and ensure posting of monthly Board meeting notice.
- Prepare Board notices to applicants and agencies on matters coming before the Board and related to Board decisions.
- Prepare and maintain timely, accurate Board meeting minutes
- Execute required Board meeting follow-up activities: prepare letters, PROSPER reporting, member follow up.
- Responsible for constituent and member customer service including telephone inquiries, internal and external referrals, data entry, correspondence, and fulfillment.
- Serve as point of contact with office building management
- Maintain office supplies, work with vendors for maintenance, upkeep and repair of hardware including copiers, micro-film /fiche machines in accordance with procurement rules.
- Coordinate implementation of day-to-day Treasury Human Resource policies with the Human Resources Department, including staff attendance and remote work arrangements.
- Willingness to work, and/or be available by telephone or electronically beyond schedule hours when needed.
OTHER DUTIES AND RESPONSIBILITIES
- Compile information and answer appropriate constituent inquiries and requests as directed by the Management Team
- Develop relationships with the Business Teams to facilitate responses to inquiries.
- Build knowledge and understanding over time of core functions, including benefit calculation, service purchase, and retirement rules.
- Use SRB's recordkeeping platform (MARIS) to search basic information.
- Coordinate effective and timely responses to individual constituent concerns and requests for assistance in person, via phone, email, and mail
- Respond to communications and inquiries from elected officials, board members, and interested parties with regard to constituents' concerns/issues.
- Through the use of electronic software, review, organize and track all incoming and outgoing constituent correspondence and telephone inquiries.
- Assist active and retired members with requests for information.
- Adhere and enforce Treasury HR Policies
- Coordinate administrative services for special events Willing to be available during Board preparation weeks as needed.
Qualifications
I. KNOWLEDGE AND SKILLS
- Minimum of five years of comparable administrative, office management experience required; demonstrated work in support of a governing board or committee preferred
- Excellent communication, interpersonal and organizational skills are required.
- Ability to perform duties professionally with discretion and confidentiality as needed, exercise proper judgment as circumstances warrant
- Bachelor's Degree or higher required
- Current superior working knowledge of Microsoft Word, Excel, Windows required
- Develop skills to obtain working knowledge of State Retirement Board benefits computer system (MARIS)
- Learn required skills to utilize the OnBase electronic content management (document scanning) system
- Prepared to perform in high volume and active environment in both in-office and remote settings
- Ability to develop working knowledge of M.G.L. Chapter 32 and state retirement benefits