Administrative Assistant

Job Description

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.

• 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 basic operations and programs of The District to provide routine information from inquiries about these services and programs offered.
• Keep the office and surrounding area neat, clean, and operational.

• Serve as the note taker and draft minutes for all NCMCD Commission Meetings
• Serve as the primary facilities monitor. Immediately convey issues to landlord and cleaning company and follow up routinely to ensure issues are rectified in a timely manner.
• Maintain and track the District's fleet maintenance records and notify FOM or Foreman of upcoming fleet work (electronic tracking & notification will be preferred).
• Review, develop, and procure necessary departmental contracts for goods and services.