About the Office of the Comptroller

The Office of the Comptroller ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards. We also oversee capital assets, federal funding inflows, and other transactions. We also own and maintain statewide payments and payroll systems, safeguarding critical financial information. We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.

As stewards of the public trust, we aspire to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.

The powers and obligations of the Office of the Comptroller are generally dictated by M.G.L. c. 7A.

Position Summary

CTR is seeking qualified candidates for consideration to fill one, full-time (37.5 hours/week) position, the Executive Assistant to the Assistant Comptroller/Chief Information Officer on the IT Enterprise Systems Services (ESS) Team. The Executive Assistant plays a critical role and is a supportive force whose primary responsibility is to support the Assistant Comptroller/Chief Information Officer. This support encompasses daily activities that ensure ESS IT operations run efficiently. The Executive Assistant frequently interacts with CTR Senior and Leadership teams, ESS team members, other agency personnel including agency Executives and personnel, as well as with staff from across CTR.

The Executive Assistant plans and coordinates all programs and activities for the Assistant Comptroller/Chief Information Officer. This position performs administrative support duties which may include those of a confidential nature for CTR. Duties require extensive knowledge of office procedures, work of the office and a comprehensive understanding of the policies, procedures, practices, and systems of the Office of the State Comptroller to meet program, project, or activity goals and objectives.

This position demands excellent communication and writing skills, impeccable attention to details, strong ability to multitask with accuracy, and exceptional interpersonal skills that fosters collaboration and builds relationships across the Office and with CTR external partners.

Specific Duties include:

• Manages the Assistant Comptroller/CIO’s calendar, including scheduling of meetings, appointments, and events to meet specific program goals, objectives, and deadlines. Ensure time conflicts are resolved by rescheduling in order of priority. Provides Assistant Comptroller/CIO with daily briefing.
• Files important documents, such as reports, meeting notes, emails, and letters.
• Takes meeting minutes, and distributes and files minutes, as directed by the Assistant Comptroller.
• Provides administrative support to Assistant Comptroller/CIO who oversees the day-to-day IT activities, as well as the long-term initiatives of the ESS Team to ensure CTR 's program goals and objectives are met.
• Provides administrative support to the Assistant Comptroller/CIO to ensure effective programs and operations are met within the Teams comprising CTR.
• Responds to inquiries from other Departments to provide information on Comptroller's program initiatives and developments.
• Communicates with Assistant Comptroller/CIO to ensure Operations and On-call coverage is sufficient as scheduled.
• Re-assigns staff to cover Operations tasks due to planned or unexpected staff absences.
• Reviews for accuracy and submits overtime requests for approval to the Assistant Comptroller/CIO.
• Reviews for accuracy and submits Stand-by Pay Requests for approval to the Assistant Comptroller/CIO.
• Works closely and communicates effectively with Human Resources staff to ensure reporting documents are submitted timely and accurately.
• Communicates with external event coordinators on behalf of the Assistant Comptroller/CIO for conferences and IT Forums.
• Ensures the Assistant Comptroller/CIO has advance notice and preparation documents for meetings.
• Ability to assume responsibility for staff requests for IT assistance and delegates accordingly if Assistant Comptroller/CIO is not available.
• Works closely with ESS Systems Team to ensure new hires and staff transfers are transitioned smoothly across the Office.
• Reinforces a collaborative and effective ESS Team response to immediate needs of staff at all levels across the Office.
• Performs administrative duties, maintaining a high degree of discretion and confidentiality, and keep informed of departmental operating policies and regulations to interpret and explain them effectively in response to inquiries and communications received from state personnel, officials and organizations both within and outside of state government.
• Prepare and update official correspondence, reports, memoranda, and other communications for the CIO signature and perform other administrative duties utilizing Microsoft Office Suite applications, Adobe Acrobat, and DocuSign.
• Receive and review communications addressed to the CIO and exercises initiative in responding to those matters not requiring direct action or decision by the CIO.
• Participate and provide support at conferences, meetings, and events conducted by the Assistant Comptroller/CIO
• Attend workshops and training programs as they relate to CTR activities and operational functions.
• Develop and maintain effective and efficient office procedures to meet departmental standards. operations and requirements.
• Serves as the first point of contact for internal and external contacts, including vendors, colleagues, clients, and customers.
• Conducts research and creates reports on various topics based on the needs of the Assistant Comptroller/CIO.
• Maintains important information and documents organized physically, and electronically.
• Coordinates, develops, monitors, and uses tracking systems to promote effective ESS operations and document compliance with established rules, practices, and standards.
• Works with the Assistant Comptroller/CIO to maintain and update the ESS intranet on ESS announcements, webpage updates, and other ESS communications.
• Recommend changes, coordinate, and support the implementation of procedures, systems, and guidelines to accomplish CTR program objectives and goals.

Required Skills:

• Excellent oral and written communication skills.
• Demonstrated ability to write clearly and concisely, express thoughts clearly and develop ideas in a logical sequence, ability to assemble items of information in accordance with established procedures.
• Superior time management.
• Demonstrated strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• A solid professional and positive customer service approach to problem solving.
• Comfortable speaking and working in front of groups.
• Collaborative approach to work, process, or issues.
• Ability to exercise discretion and good judgment with confidential/sensitive material and information.
• Ability to collaborate in a team-based environment and interact effectively.
• Ability to function independently in a role that often requires multi-tasking of duties.
• Demonstrated ability to prioritize tasks, handle and follow through on competing assignments, and meet deadlines.
• Must possess strong customer service, organizational, interpersonal, verbal, and written communication skills.
• Proven experience and skills to quickly learn new systems and applications.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands
• Experience supporting executive level teams
• Experience developing and maintaining internal processes and filing systems
• Experience using Microsoft Office suite of tools
• Ability to successfully manage a future tracking system for meetings, projects, filings
• Positive attitude
• Team player, capable of being an individual contributor
• Knowledge of the principles and practices of office management
• Ability of analyze and determine the applicability of data, to draw conclusions, and to make appropriate recommendations.

Preferred Qualifications:

• Experience with digital signature tools and workflows such as Adobe Sign and DocuSign
• Experience using and managing databases
• Knowledge of MA Open Meeting Law
• Ability to read and comprehend policies and procedures
• Advanced computer system skills including Microsoft Office 365 suite, SharePoint, Teams, DocuSign, Adobe Sign and other applications.

Minimum Entrance Requirements:

Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative, supervisory, or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Salary Range: Grade 14: $68,016.52 - $ 98,517.12

Salary range is per the Unit 6 Collective Bargaining Agreement between the Commonwealth of Massachusetts and the National Association of Government Employees. Salary is determined in accordance with the collective bargaining agreement and Commonwealth hiring guidelines.

Benefits Package

CTR is pleased to offer a comprehensive benefits package for its employees and managers. The specific components and eligibility may vary based upon position classification, hours worked per week and other variables. Therefore, specific benefits for this position may be discussed as part of the interview and offer process.

The overall benefits available include paid vacation, sick and personal leave time, health, dental and vision insurance through the Commonwealth’s Group Insurance, and optional pre-tax Health Savings Account plans. Details of the various plans and the cost split between employer and employee may be reviewed by looking at the Group Insurance website, https://www.mass.gov/orgs/group-insurance-commission and/or as part of the interview process.

CTR employees also participate in the Commonwealth’s State Retirement Plan, which may become a Defined Benefit Plan for those that both vest and subsequently retire from State service. Follow this link for additional retirement information: http://www.mass.gov/treasury/retirement/state-board-of-retire/

In addition, CTR provides employees the opportunity to elect life insurance, long term disability insurance, deferred compensation savings, tuition remission, pre-tax commuter account plans, along with other programs. This position may be eligible for the federal Public Service Loan Forgiveness (PSLF) program administered by the Federal Government.

CTR Hybrid Work Model

CTR began operating its hybrid work model on November 1, 2021. Under this policy, employees are currently required to work a minimum of four business days per month (two set by management and two set by the employee) on-site at CTR’s Boston office and may work remotely the remainder of the time at a location approved by their supervisor, so long as they comply with the requirements of the telework policy. Under this policy, all employees must be able to report to the Boston office with little or no notice, even including the same workday should an exigent circumstance arise. Therefore, a reasonable proximity to the office is necessary. CTR does not reimburse for employees to travel to the office.

In addition, the successful candidate may be required to work primarily on site in Boston during the initial training and orientation period and/or for certain positions a primarily on-site role may be necessary.

Commitment to Diversity

CTR is committed to building a diverse staff at all levels across its entire agency.

CTR IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER.

Application Process

The Office of the Comptroller encourages interested candidates that meet the minimum entrance requirements and qualifications to apply for this position.

Interested candidates must submit their materials electronically, by email no later than 5:00 pm, on April 21, 2023.

Submissions should include the following:

• a cover letter,
• resume, and
• three business writing samples that showcase a variety of formats.

Candidates chosen to advance to a second-round interview will also be required to submit:

• three professional references.

Please include position title and posting number in the subject line of your submission. Your application package should be submitted to:

CTR-HR@mass.gov

Submissions are reviewed on a rolling basis. Late submissions may be considered solely at the discretion of CTR.

Required Background Check – Including Tax Compliance

CTR requires a background check on all prospective employees as a condition of employment.

Candidates should know that the background check is not initiated until:

This background check includes:

• a Criminal Offender Record Information (CORI) check,
• Federal IRS and
• Commonwealth Department of Revenue state tax compliance.

Candidates with advanced degrees and professional licenses may have these credentials verified.

Individuals other than those references provided by a candidate may be contacted in the course of completing a full background and qualification check.

Further Information

Please visit https://www.macomptroller.org for more information about the Office of the Comptroller.

About the Office of the Comptroller

The Office of the Comptroller ensures that the more than $50 billion in annual transactions authorized by the general appropriations act and supplemental appropriations are executed in accordance with all statutory requirements and recorded in compliance with accounting standards. We also oversee capital assets, federal funding inflows, and other transactions. We also own and maintain statewide payments and payroll systems, safeguarding critical financial information. We operate in support of our partners, the financial staff at more than 150 departments and agencies across the Commonwealth.

As stewards of the public trust, we aspire to inspire confidence by maintaining our core principles: clarity, integrity, and accountability.

The powers and obligations of the Office of the Comptroller are generally dictated by M.G.L. c. 7A.

Position Summary

CTR is seeking qualified candidates for consideration to fill one, full-time (37.5 hours/week) position, the Executive Assistant to the Assistant Comptroller/Chief Information Officer on the IT Enterprise Systems Services (ESS) Team. The Executive Assistant plays a critical role and is a supportive force whose primary responsibility is to support the Assistant Comptroller/Chief Information Officer. This support encompasses daily activities that ensure ESS IT operations run efficiently. The Executive Assistant frequently interacts with CTR Senior and Leadership teams, ESS team members, other agency personnel including agency Executives and personnel, as well as with staff from across CTR.

The Executive Assistant plans and coordinates all programs and activities for the Assistant Comptroller/Chief Information Officer. This position performs administrative support duties which may include those of a confidential nature for CTR. Duties require extensive knowledge of office procedures, work of the office and a comprehensive understanding of the policies, procedures, practices, and systems of the Office of the State Comptroller to meet program, project, or activity goals and objectives.

This position demands excellent communication and writing skills, impeccable attention to details, strong ability to multitask with accuracy, and exceptional interpersonal skills that fosters collaboration and builds relationships across the Office and with CTR external partners.

Preferred Qualifications:

• Experience with digital signature tools and workflows such as Adobe Sign and DocuSign
• Experience using and managing databases
• Knowledge of MA Open Meeting Law
• Ability to read and comprehend policies and procedures
• Advanced computer system skills including Microsoft Office 365 suite, SharePoint, Teams, DocuSign, Adobe Sign and other applications.