Administrative Assistant

Who We Are: 

The Executive Office of Energy and Environmental Affairs (EEA) seeks to protect, preserve, and enhance Massachusetts’ environmental resources and create a clean energy future for all residents. Through the stewardship of open spaces, the protection of environmental resources, and the advancement of clean energy, EEA works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family. Our commitment to environmental justice ensures that every resident, regardless of background or location, can live in a safe, clean environment and shares equally in the benefits of the clean energy transition. 

Who We Are as an Employer: 

At EEA, we create meaningful, inclusive opportunities that empower our employees to make a real difference in shaping the environmental future of Massachusetts. We foster a workplace culture where diversity is valued, innovation is encouraged, and collaboration thrives. Our employees play a vital role in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents. 

SRB: 

The State Reclamation and Mosquito Control Board oversees mosquito control in the Commonwealth of Massachusetts including 11 regional programs. It establishes administrative and technical policies, guidelines, and best management practices to ensure mosquito control programs are safe and effective. Job Description: The Administrative Assistant is responsible to the Director and performs a wide range of administrative and office support activities to facilitate the efficient operation of the organization.

GENERAL STATEMENT OF DUTIES: 

- Compute payroll records and submit bi-weekly to the SRMCB 

- Maintain and report accurate records of employee time and attendance, as well as retirement, benefit records, trainings and reimbursements, sending any required reports to agencies. 

- Resolve administrative problems and inquires. 

- Handle requests for information and data and prepare responses to routine inquires. 

- Perform word processing, document creation, and data entry duties as required. 

- Prepare and modify documents including correspondence, reports, drafts, memos, and emails. 

- Schedule and coordinate meetings, appointments, and travel arrangements for office staff. 

- Certify all deliveries and individual invoices. 

- Maintain records, electronic data, and PC applications according to established procedures. 

- Maintain and operate standard and specialized office machines and equipment such as copiers, faxes, shredders, etc. 

- Prepare invoices payment vouchers with vendor code number, signed, and submitted to SRMCB for payment. Post and debit all accounts and keep a balance available figure for each account on a budget control basis. 

- Maintain electronic and hard copy file system. To include Payroll Records, Commission Meetings, Worker’s Compensation, Auto Accidents, Group Insurance Retirement, town Annual Reports, and ability to quickly retrieve records/ information from file system. 

- Maintain and procure office/miscellaneous inventories and keep same stored and replenished. 

- Procure all district supplies and services in accordance with the most current Operational Services Division guidelines. 

- Receive, collate, and distribute incoming correspondence and other communications to department staff. 

-Greets visitors and direct to appropriate staff. 

- Answer, screen and transfer inbound phone calls. 

- Maintain a courteous, responsive, business-like attitude in all dealings with the public. 

- Maintain a working relationship with SRMCB, state agencies, other districts, and district municipalities. 

- Understand