Executive Assistant to the Deputy General Counsel & Director of Fair Hearings

The Department of Children and Families (DCF) seeks a highly organized and detail-oriented Executive Assistant. The selected candidate will provide administrative support to the Deputy General Counsel, the Director of Fair Hearings, and the Fair Hearing Unit as a whole.

The ideal candidate will provide high-quality, professional customer service, and maintain efficient office operations. The selected candidate will ensure the office systems, agency procedures, and practices are well organized and administered effectively.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Responsible for review and scheduling of all fair hearing requests in accordance with regulations.

• Ensures Fair Hearing information, including requests for hearings and appeals from hearings, are entered into the DCF database (iFamilyNet).

•  Supports the day-to-day operational needs of the Fair Hearing Unit and its related functions, including processing Fair Hearing decisions in accordance with DCF regulatory time frames when needed.

• Oversees incoming and outgoing correspondence for the Fair Hearing Unit, including scanning and uploading correspondence to DCF database as necessary.

• Assists with technical assistance activities, including updating procedure manuals and updating and archiving Fair Hearing files.

• Assists in tracking and processing fair hearing files and records, document requests and subpoenas.

• Reviews and assists in analyzing Fair Hearing Unit data and preparing data reports as necessary, including monthly statistics.

• Responds to external agency requests for information, under the direction of the Director.

• Provides exceptional customer service to the consumers/Appellants/attorneys and assists in resolving consumer complaints and staff questions.

• Maintains a working relationship with the staff within the Fair Hearing Unit, Office of the General Counsel and Area Office Staff. Coordinate scheduling with Area Office Staff.

• Manages calendar and coordinate meetings for the Director of Fair Hearings as needed.

• Other responsibilities as assigned by the Director of the Fair Hearing Unit.

Preferred Qualifications:

• At least two (2) years of administrative experience in government, corporate or law firm environment
• Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff.
• Excellent attention to detail.
• Skilled in preparing general reports, using charts, graphs, and tables.

• Excellent computer skills, including proficiency in Microsoft Word, Outlook, Excel, and Power Point, as well as Adobe and ability to learn new computer applications and software.
• Ability to exercise sound judgment and discretion in handling confidential information.
• Excellent time management skills and proficiency in giving precise written and oral instructions

About the Department of Children and Families:

The Department of Children and Families (DCF) is committed to upholding the fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. DCF’s vision is that all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care and education.  

DCF works toward establishing the safety, permanency and well-being of the Commonwealth's children by: stabilizing and preserving families; providing quality temporary alternative care when necessary, safely reunifying families; and when necessary and appropriate, creating new families through kinship, guardianship or adoption. Preferred applicants will possess a demonstrated commitment to