Executive Secretary - Board of Appeals

Commonwealth of Massachusetts•Boston, MA

About The Position

This position serves as the Executive Secretary (“Secretary”) to the Board of Appeal ("BOA") of Motor Vehicle Policies and Bonds (“the board”), which is responsible for conducting administrative hearings for appeals of actions, rulings or decisions of the Registrar of Motor Vehicles under M.G.L. c. 26, § 8A and c. 90 , § 28; conducting administrative hearings on insurance cancellation complaints pursuant to M.G.L c. 175 , § 113D; and conducting hearings for at fault accident surcharges under the safe driver insurance plan or merit rating plans filed by insurance companies in accordance with M.G.L. c. 30A and 175E, § 7A. The Secretary reports to the Executive Director of the Board of Appeal or as otherwise directed by the Commissioner of Insurance. The Board falls under the auspices of the Division of Insurance pursuant to M.G.L. c. 26, § 8A, and is comprised of three members\: the Commissioner of Insurance or a designee, the Registrar of Motor Vehicles or two Assistant Attorneys general to be designated from time to time by the Attorney General of the Commonwealth. The Board currently has fourteen (14) employees. The Secretary supervises the administrative management of the Board’s affairs; serving as professional, technical and administrative consultant to the Board members, giving advice, as needed, and making recommendations on matters related to the administrative hearings. The Executive Secretary is responsible for the overall administrative operations of the Board, including directing the administrative management of the Board’s affairs, conducting administrative hearings as needed, modifying and modernizing the ways in which the Board processes and stores its records, interacting with representatives of the Registry of Motor Vehicles and insurance company representatives, and interacting with attorneys representing appellants and members of the public. The Secretary participates in modifying all notices, website updates, and promulgating office policies on the hearing processes. The Secretary is responsible for overseeing the policies for storing the Board’s data, as well as document retrieval for appellate matters. The Secretary of the Board is responsible for ensuring adequate staffing and resources for the Board to conduct its business.

Requirements

Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management or (B) any equivalent combination of the required experience and substitutions below.
Substitutions: I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience.
II. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience.
III. A Graduate degree in a related field may be substituted for three (3) years of the required experience.
IV. A Doctorate degree in a related field may be substituted for four (4) years of the required experience.

Nice To Haves

Thorough knowledge of principles and practices of management.
Familiarity with the principles of Massachusetts insurance laws and regulations.
Ability to communicate in a clear and concise manner both verbally and in writing.
Ability to establish and maintain effective working relationships with supervisor, associates, subordinates and other agencies.
Ability to complete assignments within strict time frames.
Ability to coordinate the efforts of others in accomplishing assigned work objectives.
Problem solving (knowing how to define and prioritize problems and decision making).
Leadership skills – setting direction for staff and influencing people to follow.
Knowing how to build a supportive and effective team.
Ability to address performance issues and ability to develop remedial action plans.
Ability to learn new computer systems and applications to support agency needs.
Internal communications – knowing how to communicate effectively with the Agents, Brokers and Licensing staff, the Commissioner and Senior Staff, as well as other departmental managers within the Division of Insurance.
External communications – Ability to communicate and represent the Division of Insurance with the general public including licensees and outside government agencies.
Ability to understand and implement complete instructions; to interpret laws, rules and regulations.
Ability to learn computer databases.
Ability to manage email management systems and other relevant software/applications.
Proficiency in Microsoft Office Suite\: Expertise in programs like Word, Excel and Outlook is a must.
Experience with virtual office tools such as TEAMS or Zoom.
Experience interacting with Executive Branch agencies.
Experience in a fast-past environment.
Experience in public administration in the state level is preferred.

Responsibilities

Manage the administration and operations of the Board
Supervision of Board Staff
Interact with other public agency representatives
Carry out Operational Tasks
Establish Department Goals, Performance Measures and Internal Controls
Interface with Various Constituencies
Ensure Compliance by Insurance Companies of Board’s Requirements
Carry out other duties, as assigned
Hearings – the Secretary responds to written and telephone inquiries from consumers, appellants, attorneys and state government representatives, and maintains and appropriately stores records of at-fault accident appeal hearings.
Hiring/Personnel – Assists the Executive Director with assessing departmental staffing needs and coordinates the hiring processes in Mass Careers, including the formulation of interview questions, the selection of interview candidates and the completion of the interview process according to established protocols.
Implements internal operational policies in response to department needs.

Benefits

Comprehensive Benefits When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package.
We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics? Explore our Employee Benefits and Rewards!

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