Administrative Assistant/Receptionist - The Commonwealth of Massachusetts : Job Details

Job DescriptionAttention applicants: Please do not apply for this position using the MassCareers website. If you apply through the apply online link above on this MassCareers page, you will not be considered for this position.How To apply: Persons interested in being considered for this position should submit a cover letter and resume to Alice Wu, Chief Financial Officer, at [email protected]. Resumes submitted without a cover letter will not be considered.Deadline date: Until position is filled. First consideration will be given to persons who apply within the first 14 days following this posting.You have successfully applied to the position only when you receive an email from the Ethics Commission. If you just receive an email from MassCareers and not one from the Ethics Commission, you have not successfully applied. Please call 617-###-#### with any questions.The mission of the State Ethics Commission is to foster integrity in public service in state, county and local government, to promote the public's trust and confidence in that service, and to prevent conflicts between private interests and public duties. We strive to accomplish this mission by conducting ongoing educational programs, providing clear and timely advice, and fairly and impartially interpreting and enforcing the conflict of interest and financial disclosure laws. Please see our website for more information: Description: The State Ethics Commission seeks a highly capable person to provide essential support to the Commission as an Administrative Assistant/Receptionist. Often the Commission's first contact with persons seeking services from or otherwise having business with the Commission, the holder of this position must demonstrate professionalism, courtesy, and efficiency. The Administrative Assistant/Receptionist will have primary responsibility for covering the Commission's main telephone and front desk at least two days weekly and will at all other times have primary back up coverage responsibility. When not actively covering the front desk, the Administrative Assistant/Receptionist will perform other duties, including providing administrative support to the Commission's Legal, Enforcement, and Public Education and Communications Divisions.Responsibilities:

• Answering all telephone calls to the Commission and greeting all visitors to the Commission's office in a professional and welcoming manner
• Discreetly obtaining all relevant information from each caller, accurately entering that information into the Commission's legal case management system, and speedily forwarding calls to Commission staff
• Inventorying office supplies and preparing office supplies requests
• Operating office equipment on a regular basis, including copy machines and computers
• Distributing and accounting for all incoming/outgoing mail and packages
• Scheduling in-office Commission events and ordering refreshments for Commission meetings
• Performing basic bookkeeping, filing, and clerical tasks
• Providing administrative assistant support to the Legal, Enforcement, and Public Education and Communications Divisions as assigned
• Keeping the front reception desk area, printer areas, and conference rooms neat and organized
• Performing other administrative tasks as assigned by the Chief Financial Officer

Supervision:The Administrative Assistant/Receptionist reports directly to the Chief Financial Officer.Qualifications Minimum Qualifications:

• High School diploma or equivalent, plus 3-4 years of experience dealing with the public (for example, customer service, front desk, retail sales, or similar employment or volunteer work, whether in the private or public sector). An Associate degree may substitute for up to one year of experience; a B.A./B.S. degree may substitute for up to 2 years of experience.
• Excellent spoken and written communication skills
• Professional demeanor and friendly and helpful attitude
• Strong customer service orientation and solid interpersonal communication skills
• Ability to maintain confidentiality and properly handle sensitive and confidential materials
• Strong organizational skills and attention to detail
• Ability to work well with all staff at all levels and to be a team player
• Ability to work under time constraints and meet deadlines while multitasking
• Proficiency with MS Office Suite Word, Excel required. Knowledge of PowerPoint and Outlook a plus
• Honesty, discretion, punctuality, and reliability

Comments: All Commission employees must be sensitive to the confidential nature of the Commission's functions and must comply with all confidentiality requirements.This position is a permanent full-time 37.5 hour per week benefited position . This has an In-Office Work Requirement . This position is not eligible for a hybrid or remote work schedule. The probationary period for this position is 9 months. Salary: The salary range for this position is $40,000 to $60,000 annually depending on experience. This position is funded from the Commonwealth's annual operating budget and is subject to appropriation. The State Ethics Commission is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, or other factors protected by law.