Job Description
Middlesex County Retirement System
Position Description
Position Title: Administrative Assistant
Date: May 2025
Reports To Chief Administrative Officer
FLSA: Non-Exempt
Salary Range: $55,000 – $65,000
Full-Time/On Site/M - F 9a – 5p
GENERAL SUMMARY
The Administrative Assistant serves as liaison between the general public, the Board, and staff by staffing the front desk and providing administrative support to the System, the Board, and the Chief Administrative Officer.
ESSENTIAL JOB FUNCTIONS*
- Perform front desk administrative duties, including answering and directing incoming phone calls, greeting visitors in a polite and professional manner, and notifying staff members of appointment arrivals and package deliveries in a timely and courteous manner.
- Communicate professionally, both verbally and in writing, with members regarding retirement plan benefits, the staff, the Board, and the public.
- Record and update member account information in the System’s pension application.
- Schedule meetings and counseling appointments.
- Pick up, process, and distribute all incoming mail and faxes and deliver outgoing mail to the post office.
- Serve as the liaison to the System’s vendors, including print, phone, office equipment and postage meter providers, to arrange service and troubleshoot issues.
- Responsible for ordering and maintaining office and kitchen supplies.
- Assist with preparation of training sessions and meetings, including invitations, attendance, room and materials preparation, reservations, catering and other administrative tasks.
- Maintain contact information for employer units, Advisory Council, and staff, including various e-mail distribution lists.
- Assist Chief Administrative Officer with maintaining the System’s website.
- Prepare for all Retirement Board, Advisory Council and Subcommittee meetings in accordance with all open meeting law requirements, including the preparation and posting of the agenda, and notices to applicants and agencies on matters coming before the Board and Advisory Council.
- Record meeting minutes at all Board, Advisory Council, and Subcommittee meetings, track open action items, and prepare the minutes for final approval.
- Prepare letters, forms, and reports as directed by the Board, Chair, and Chief Administrative Officer.
- Arrange all Board member and staff conference registration and travel in accordance with MCRS policies.
- Coordinate all travel reimbursement for the Board members; ensure appropriate forms are distributed and received with proper documentation for expense reimbursement.
- Assist Advisory Council with Board member elections.
- Complete special projects assigned by the Chief Administrative Officer.
- Adhere to Board policies and exhibit core competencies established by the Board.
OTHER DUTIES AND RESPONSIBILITIES
- Other duties as assigned
COMPETENCIES
- Action Oriented/Initiative –Is action oriented for the tasks he/she sees as challenging; seizes opportunities; expresses opinions and initiates ideas; is engaged in the process and is proactive in helping others. Takes a task and completes it independently.
- Quality/Accuracy/Detailed Oriented – Continuously looks to improve the quality of processes and services; listens and responds to feedback and suggestions pertaining to quality; is precise and accurate and pays attention to details; double checks work before passing it on, and understands priorities can change and adjusts quickly.
- Trust/Fosters a Positive Environment – Builds a strong sense of confidence with others; values the opinions of others; acts with tact and diplomacy.
- Member/Employer Orientation – Develops strong trusting relationships with members; counsels members and employers on technical issues; addresses and acts on feedback and delivers results that meet the members’ or employers’ needs.
- Communication/Listens to Understand/Conflict Management – Pays full attention to what the other person is saying; is seen as approachable, confirms full understanding before responding; addresses conflict in an open and trusting manner; avoids assessing blame, and communicates clearly and effectively in writing and in-person.
- Teamwork – Works cooperatively with others, makes efforts to include others in the team; encourages all to participate in discussion, contributes to achieve a common objective; makes decisions that benefit the team and assists others when needed.
- Integrity/Ethics and Values – Earns others’ trust and respect through consistent honesty and professionalism in all interactions.
PREPARATION, KNOWLEDGE, SKILLS & ABILITIES
- High School Diploma required. Associate degree preferred.
- Three to five years’ previous administrative support experience preferred.
- Excellent organizational skills, flexible, and able to handle a multitude of tasks.
- Willingness to learn retirement laws and regulations.
- Business experience with Microsoft Office required.
- Experience with WordPress preferred.
- Working knowledge of Massachusetts General Law, Chapter 32 preferred.
WORKING CONDITIONS/PHYSICAL DEMANDS
- Ability to travel to and from the workplace and local post office.
- Sit for long periods of time.
- Use hands to finger, handle, or feel.
- Frequently reach with hands and arms.
- Occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision and ability to adjust and focus.
SUBMISSION REQUIREMENTS
To apply for this position, please submit via email a letter of interest and resume to Lisa Maloney, Esq., Chief Administrative Officer, at lmaloney@middlesexretirement.org by 3:00 P.M. on June 6, 2025. This position will remain open until a qualified applicant is obtained, but candidates who apply by the above date and time will be given preference over later applicants.
840 CMR 1.03: Prohibition Against Certain Persons Holding Certain Positions
No individual who has been convicted of robbery, bribery, extortion, embezzlement, fraud, grand larceny, burglary, arson, a felony violation of state or federal law defined in Section 102(a) of the Comprehensive Drug Abuse Prevention and Control Act of 1970, murder, rape, kidnapping, perjury, assault with intent to kill, any crime described in Section 9(a)(1) of the Investment Company Act of 1940 (15 U.S.C. 80a-9(a)(1)), a violation of Section 302 of the Labor-Management Relations Act, 1947 (29 U.S.C. 186), a violation of Chapter 63 of Title 18, United States Code, a violation of Section 874, 1027, 1503, 1505, 1506, 15l0, 195l, or 1954 of Title l8 United States Code, a violation of the Labor-Management Reporting and Disclosure Act of 1959 (29 U.S.C. 401), any felony involving abuse or misuse of such person's position or employment in a labor organization or employee benefit plan to seek or obtain an illegal gain at the expense of the members of the labor organization or the beneficiaries of the employee benefit plan, or conspiracy to commit any such crimes, or a crime in which any of the foregoing is an element or has been found by the Commission or any court to have violated his/her fiduciary duty or has been found by the Ethics Commission or any court to have violated M.G.L. c. 268A, shall serve or be permitted to serve:
(1) As a member, administrator, fiduciary, officer, trustee, custodian, counsel, agent, employee, or representative in any capacity of a board.
(2) As a consultant, manager or provider of goods or services to a board.
(3) In any capacity that involves decision making authority or custody or control of the monies, funds, assets, or property of any system.
| Date published: | May 22, 2025 |
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