Administrative Assistant II

Position Summary

The Administrative Assistant II provides professional front desk and administrative support to the Massachusetts Department of Transportation Executive Office. Under general supervision, the incumbent serves as a primary point of contact for visitors, employees, agency leadership, and external stakeholders, ensuring a welcoming, professional, and efficient front-office environment. The incumbent must exercise a high degree of professionalism, discretion, organization, customer service, and attention to detail when interacting with agency leadership, employees, external stakeholders, and the public. 

This position is 100% in office and has no remote work flexibility.

Duties and Responsibilities 

• Serves as the primary point of contact for employees, visitors, customers, vendors, and external stakeholders, providing professional, courteous, and responsive customer service. 

• Greets and assists visitors, provides appropriate access and direction, and maintains a professional and welcoming front-office environment.

• Manages incoming telephone calls, emails, priority communications, correspondence, and general inquiries; responds to requests and directs matters to the appropriate staff or office.

• Reviews, analyzes, compiles data and prepares reports for the executive office.

• Provides on-the-job training and orientation for employees.

• Provide supervision and direction to employees.

• Oversees and coordinates the activities of subordinates in connection with the preparation and implementation of reports, communications and documents.

• Handles sensitive and confidential information with appropriate discretion and maintains confidentiality in accordance with agency requirements.

• Coordinates calendars, meetings, appointments, conferences, and other office activities, including scheduling, preparing meeting materials, and maintaining accurate schedules.

• Coordinates office supplies, equipment, and general office needs; monitors inventory and initiates replenishment requests as needed.

• Receives, sorts, distributes, and processes incoming and outgoing mail, packages, deliveries, and other materials.

• Maintains organized electronic and physical files and ensures records and documents are properly stored and accessible.

• Maintains calendars, tracking logs, spreadsheets, databases, visitor information, and other administrative tracking tools to support efficient office operations.

• Identifies administrative issues and takes appropriate action to resolve them or refers more complex matters to the appropriate supervisor or staff member.

• Assists with general administrative and operational activities in support of the Secretary's Suite and General Services functions, as assigned.

• Performs other related duties as assigned.

Preferred Qualification

• Executive calendar management, high volume call management, document preparation for c-suite level. 

About MassDOT

The 4,000 employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth's residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT's inclusive culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT's divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position. 

Applicants must have at least (A) 3 years of full-time, or equivalent part-time, experience in office mgmt., office administration, business administration or business mgmt., the major duties of which included one or more of the following functions: purchasing, personnel mgmt., budgeting, accounting, records mgmt., work simplification, grants management, contract administration or program management 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 of 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.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us.
• For general questions regarding MassDOT, call the Human Resources Service Center at 8573684722.
• For a disabilityrelated reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 8572741935.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

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

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.