Senior Administrative Assistant – Reception & Office Administration

Job ID: 810463
Location: Boston, MA
Job Type: Contract – 3 to 6 Months
Work Arrangement: On-site
Client: Massachusetts Department of Public Health (DPH)

Job Overview

Sigma, Inc. is seeking a professional, organized, and customer-focused Senior Administrative Assistant to support the Massachusetts Department of Public Health (DPH) in Boston, MA.

This position serves as the first point of contact for the public at the Commissioner's Office, providing receptionist coverage, answering the department's main phone line, greeting visitors, and performing essential administrative and clerical duties. The ideal candidate has experience in office administration, front desk reception, customer service, and Microsoft Office, along with excellent communication skills and the ability to handle confidential information with discretion.

This is an excellent opportunity for an experienced administrative professional seeking a short-term contract assignment in a public-sector environment.

Key Responsibilities

• Answer and direct incoming calls on the department's main phone line, providing courteous and professional assistance.

• Greet visitors at the reception desk and direct them to the appropriate personnel or departments.

• Serve as a welcoming first point of contact for visitors, callers, and members of the public.

• Perform general office administration, clerical support, and document management tasks.

• Gather, review, organize, and compile information from records and documents.

• Handle confidential information with sound judgment, discretion, and professionalism.

• Use Microsoft Office applications to support daily administrative operations.

• Operate standard office equipment, including copiers, fax machines, and scanners.

• Manage multiple assignments, prioritize tasks, and adjust to changing office needs.

• Communicate effectively with staff, visitors, and individuals from diverse backgrounds.

• Follow established office procedures and administrative protocols.

• Work independently while collaborating with colleagues to ensure smooth office operations.

Required Qualifications

• At least two years of full-time or equivalent part-time experience in office management, office administration, business administration, or business management, including relevant administrative or management functions; or an equivalent combination of experience and qualifying education.

• Strong verbal communication and professional interpersonal skills.

• Ability to manage competing priorities, multitask, and meet deadlines.

• Ability to exercise sound judgment when handling sensitive or confidential information.

• Proficiency with Microsoft Office applications.

• Experience using standard office equipment, including copiers, fax machines, and scanners.

• Strong organizational skills and attention to detail.

• Ability to gather information, review records, and prepare materials according to established procedures.

• Ability to work independently and as part of a team.

• Ability to adapt to changing office demands and assist individuals from diverse backgrounds.

Education and Experience Requirements

Candidates must meet one of the following qualification pathways:

• Experience pathway: At least two years of qualifying full-time or equivalent part-time administrative or management experience.

• Education substitution: An associate's degree or higher in business administration, business management, or public administration may substitute for the required experience.

• Alternative education substitution: An associate's degree or higher in another field may substitute for up to one year of the required experience.