11 Dartmouth Street
The Administrative Assistant is responsible for the overall administrative support for the program. This includes performing accounting activities and maintaining financial records; ensuring compliance with Protected Information (Pl) policies and procedures; and performing general administrative functions such as, but not limited to: filing, record keeping, internal and external communications, updating all program materials both electronic and hard copies, and ensuring access for persons with disabilities, and other duties as assigned.
The Administrative Assistant operates under the general direction of the Project Director and in accordance with contractual requirements.
1. General Administrative Support
a. Perform day-to-day administrative tasks such as preparing meeting minutes, meeting notes and internal support materials; faxing; copying; maintaining files and filing system; processing forms and paperwork; signs for, and maintains a record of (as required), of official, formal and financial materials, documents and packages; compiles, completes and distributes reporting documents; and other duties as assigned
b. Assist in the development, distribution and storage of internal documentation and reporting forms; and informational, training and marketing materials
c. Serves as a public face and voice of the program. Conducts themselves in a professional manner at all times. Answers and fields telephone calls. Responds and fields emails. Provides information to the general public, program clientele, grant representatives and subcontractors, and others as directed by answering questions and responding to informational requests in an accurate and timely manner
d. Ensures operation of office equipment and technologies; manages work for, and completion of, repairs; maintains equipment inventories; evaluates and recommends new equipment and software changes and upgrades
e. Manages office activities, order supplies, maintains recordkeeping systems, forms control, office layout, and budgetary and personnel requirements
f. Maintains property, equipment and supplies inventory; checks stock to determine inventory level; anticipates needed supplies; completes appropriate request forms and documentation; places and expedites orders for supplies; verifies receipt of supplies
g. Maintains and coordinates the work-related schedules of the Project Director and Ombudsman Operations Manager and grant related events, meetings, interviews, and other similar activities
h. Documents required grant activities and prepares and submits all required reporting paperwork and maintains secured (as required) paper and electronic files all program reports and documents
i. Ensures the professional quality, technical accuracy, and timely completion and delivery of duties and responsibilities of their position
2. Protected Information Security
a. Ensures that paper copies of personal information or other sensitive information are only kept in locked filing cabinets and/or offices identified by DPC and Ombudsman Offices
b. Distributes copy of the SPPI to each employee upon receipt of the SPPI and record written acknowledgment that each employee has received a copy of the SPPI
c. Ensures that visitors shall not be permitted to visit unescorted
d. Disposes of records and databases as outlined in the EOHHS contract including paper records containing personal information as directed in a cross-cut shredder or via an outside shredding service and reports on said destruction to EOHHS as required
e. Ensures that electronic or paper documents containing personal information are not removed from DPC and premises except to be sent to offsite storage
f. Ensures that terminated employees who had access to personal information --
i. Employee computer access passwords will be disabled upon termination
ii. Physical access to any documents or resources containing personal information will be immediately discontinued
iii. Ensures and records that terminated employees surrender all keys, IDs, access codes or badges, business cards, and the like, that permit access to DPC's and 's premises or information·
iv. Ensures that terminated employee's remote electronic access to personal information is disabled; his/her voicemail access, e-mail access, internet access, and passwords are invalidated
g. Maintains a highly secured master list of all lock combinations, passwords, and keys
h. Ensures that DPC and offices are kept locked and third-parties are not allowed physical access to data or records.
i. Ensures that paper files that are not currently in use are kept locked in filing cabinets
j. Is responsible for maintaining the privacy, integrity and hard copy storage of personal information, including the accurate and timely reporting of any actual or potential security or PII breaches as contractually required
k. Abides by the procedures and requirements to maintain privacy and confidentiality as outlined in the EOHHS contract Appendix B: Business Associates Agreement
Demonstrated Competencies in the following:
A. Communicating successfully with a diverse range of people
B. Ability to maintain confidentiality
C. Proactive referral of issues and concerns to management
D. Ability to write and converse proficiently in English
E. Ability to convey complex information in a simple, clear, and understandable manner
F. Strong interpersonal communication skills
G. Office Software -Demonstrated knowledge of: Microsoft Office; Word, Excel, PowerPoint, Outlook and Google calendar and email, Internet research abilities. Preferred knowledge of: PayPal services, Tech soup web site for tech supplies, Comm-pass website, and Box cloud computing.
H. Problem Sensitivity -- The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
I. Number Facility -- The ability to add, subtract, multiply, or divide quickly and correctly.
J. Perceptual Speed -- The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns.
K. Informational and financial systems, managing files and records, and other office procedures and terminology.
L. Experience using computers and ability to navigate the internet
M. Ability to work well with diverse populations
N. Ability to work effectively in a team environment
O. Ability to multitask and work independently
Associate’s Degree, Bachelor’s Degree, or equivalent professional experience.
• 2 years’ experience in providing administrative I clerical support
• Demonstrated ability to meet software knowledge and skill requirements
Upon hire, the successful candidate must be cleared through the state's Criminal Offender Record Information (CORI) service
Candidates should submit a cover letter and resume/cv to:
Attn: Amy Kalogeropoulos
Disability Policy Consortium
11 Dartmouth Street, Ste. 301
Malden, MA 02148
Or an email with a cover letter and resume as PDF attachments to firstname.lastname@example.org with subject: Administrative Assistant Position
Worker’s Comp, Health Insurance Premium Coverage: 50% Family and 75% Individual, and Business Travel Mileage Reimbursement.
Minimum Education Required