Administrative Secretary II

The Department of Industrial Accidents (DIA) mission is to administer the Commonwealth's Workers' Compensation System and to provide prompt and fair compensation to victims of occupational injuries and illnesses, and to see that medical treatment to injured workers is provided in a timely manner while balancing the needs of employers to certain workers' compensation insurance costs.

The Administrative Secretary II acts as confidential legal assistant to two Administrative Judges or two Administrative Law Judges administering M.G.L. c 152. Working independently, responsible for case management, coordination of resources and management of a broad range of complex administrative duties and responsibilities involving confidential and security-sensitive information.

The ideal candidate should have excellent organizational skills, attention to detail, the ability to maintain accurate records, and must be able to balance multiple projects at the same time.

Duties include but are not limited to:

1. Manage a case load of approximately 200-300 cases in a multi-situational environment conferring with the Judges concerning all issues or questions related to the Judges’ personal dockets. Utilize sound judgment while analyzing and evaluating actions needed to manage past, current and future cases daily.  Judges’ liaison with all stakeholders including but not limited to internal units, pro se claimants, claimants’ attorneys, employers’, insurers’ attorneys, paralegals, or other office staff.

2. Must maintain the case file (DMS) that includes but not limited to scanning and uploading all submitted substantive documents prior to quality control review. 

3. Perform administrative duties with a high level of skill and knowledge. Prepare accurately and distribute court determinations, Conference Orders and Hearing Decisions, based upon the Judges’ findings following Conferences and Hearings.  This includes calculating benefits and attorney fees pursuant to specific sections of M.G.L. c.152.  Communicate daily with the Stenographer Unit to facilitate stenographer resources providing updates if a traveling stenographer is required.

4. Responsible for the management of Judges’ schedules, daily case dockets and communicating real time meeting date changes to claimant’s attorney, insurer’s attorney, pro se claimant, and impartial physician offices. 

5. Responsible for courteous, prompt and professional communication electronic and oral responses to inquiries from attorneys, the public and all supporting internal units regarding judicial procedures, court appearances, hearing dates, adjournments, protocols, forms as well as providing guidance on the use of propriety software. 

6. Proofread all documents and forms received that include, but not limited to, Judges completed Hearing Decisions and Conference Orders prior to distribution to the parties. 

7. Responsible for maintaining internal database (DMS/CMS) case information to record all case dispositions for court orders, decisions, motions and agreements including importing and maintaining all case correspondence, pertinent documents in electronic filing system as well as documenting electronic calendar changes of Conferences and Hearings. 

8. Prepare Judges for court by organizing all case trial documents, motions and exhibits ensuring all documents are current, appropriate, available, and correct.  Review trial transcripts to compose initial sections of hearing decisions which includes listing appearances, witnesses, exhibits presented and procedural matters. 

9. Make determinations as to whether the parties’ submission of Conference medical evidence, non-medical evidence, hypothetical question, Section 15 su