Administrative Assistant

JOB SUMMARY

Serves as a key confidential resource within the Compliance Department, responsible for coordinating and supporting critical operational, investigative, and administrative functions. This role exercises sound judgment and independent decision-making to ensure adherence to federal and state statutes, Lottery regulations, and internal controls, while safeguarding the integrity of the Massachusetts State Lottery Commission. Acts as a central liaison across departments, providing analytical, technical, and operational support and contributing to the effective execution of compliance initiatives

ESSENTIAL FUNCTIONS

• Responsible for coordinating and tracking the outcomes of Department’s reviews/investigations pertaining to Lottery players, agents/store owners, physical inventories and equipment which includes the applicable outcomes pertaining to federal/state statutes, Lottery rules, regulations, policies/procedures, and internal controls.

• Track and ensure that recommendations comply with the Lottery’s policies, rules and regulations. 

• Monitor and manage monthly State Comptroller/Department of Revenue involving frequent casher reports and players.

• Perform technical support for Department staff that requires a substantial degree of decision-making and general knowledge of the function of the Lottery.

• Act as a liaison between the Director and their staff as needed.

• Coordinates the minutes of Compliance Departmental staff meetings.

• Provide research, technical and analytical support as needed and requested.

• Research special reports for the Director and, including accessing the Enterprise Series Dashboard Portal, OnBase, Neosphere, Back Office portal, Clear (Thomson Rueters) software, the Department’s Case Management Tracking System (“CMTS”), and other relevant systems as needed.

• Assists in preparing pertinent documents for Department hearings and court appearances.  

• Input, track and close out Lost-Stolen cases and in the Enterprise Series Dashboard Portal and CMTS upon recommendation of the Director.

• Work with the Legal Department to compile documents for: Records and Freedom of Information requests, summons, and subpoenas.

• Assist the Legal Department with inputting, tracking and finalizing illegal tobacco suspensions of Lottery Agent locations.  

• Finalize Department policies and procedures, and proposals made by Director.

• Maintain the highest standards to ensure the integrity of information and adequacy of internal controls.

• Perform a wide range of administrative functions, including document preparation, correspondence, records management, and coordination of meetings and schedules.

• Draft and manage communications with Department staff, other Lottery departments, and external state agencies.

• Perform additional administrative duties and special projects as assigned.

• May be required to travel to different MSLC locations.

• Must maintain a valid Driver’s License.

PREFERRED QUALIFICATIONS

• Demonstrated ability to handle highly sensitive and confidential information with discretion and professionalism.
• Strong organizational and time management skills, with the ability to prioritize and manage multiple tasks to meet deadlines.
• Working knowledge of Lottery and Multi-State Lottery Association operations, products, and games, with the ability to apply this knowledge effectively in a professional setting.
• Proficiency in Microsoft Office Suite and other relevant systems (e.g., Word, Excel, Teams, Access, Outlook, OnBase), with the ability to learn additional systems as needed.
• Experience working with cross-functional teams and coordinating information across multiple departments or stakeholders.
• Strong interpersonal and communication skills, with the a