Office Support Specialist I

The Office Support Specialist I is a key position within the Community Services Division of the Northeast Area (NEA). The position is also a member of the Area Office Administrative Support Team and as such works with the other clerical support staff in the Area Office. The Office Support Specialist I provides administrative support to the Northeast Area Director of Community Services and Community Services Division. 

Please Note: This position is full-time, 37.5 hours per week.  Days off are Saturday and Sunday

Duties and Responsibilities (these are a general summary and are not all inclusive):

• Responsible for providing administrative support to the NEA Director of Community Services and Community Services Division including preparing travel vouchers, scheduling appointments, meetings, and conference calls, reserving meeting locations, recording minutes, maintaining administrative files and correspondences, handling calls and contacting staff for urgent matters and other general administrative tasks.
• Provides support to the NEA Board by facilitating travel reimbursement, completion of Board applications, submission of meeting agenda to comply with Open Meeting Law, recording and distributing meeting minutes, scheduling of meetings, and handling any related correspondences.
• Coordinates meetings pertaining to Contract management, transition Age Steering Committee and Housing meetings through scheduling, notification, establishing/distributing agenda, taking minutes, typing/distributing minutes, and tracking follow-up assignments to maximize efficiency.
• Coordinates with Service Providers to ensure that required information is submitted to the Area Housing Coordinator.
• Works with the Housing Coordinator to ensure hosing inventory is up to date and accurate.
• Provides back up to the Critical Incident and Complaint processes needed, completes data entry into the IA system and area database, prepares materials for the weekly Risk Meeting ensures copying, distribution and filing of all related documents.
• Provides administrative support to the Utilization Manager, Director of Program Management, Director of Rehabilitation and Recovery, Director of State Operated Programs, Program Manager, and Housing Coordinator as assigned by entering data into databases and running related reports upon request, coordinating area transfer requests, recording meeting minutes, scheduling meetings or calls, maintaining current provider contact information and other general administrative tasks.
• Covers Area Office reception duties as assigned
• As a member of the Area Administrative Support Team, provides back up to other clerical personnel as required
• Performs other duties as required.

Required Qualifications:

• Possess experience using Microsoft Word, Excel, Access, and Outlook.
• Ability to work in a fast-paced environment and prioritize duties independently.
• Full knowledge of operating standard office equipment.
• Ability to maintain a high degree of confidentiality.

Preferred Qualifications:

• Excellent Organizational skills
• Demonstrate resourcefulness and attention to detail
• Ability to prioritize and handle multiple tasks
• Excellent communication and interpersonal skills
• Given the population served, bilingual or multilingual fluency

DMH Mission Statement:

The Department of Mental Health assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights and supports mental health training and research.

Pre-Hire Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants."

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions about this requisition, please contact Employment and Staffing Customer Service at 1-800-510-4122, option 4.

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:
 
I.   An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. 

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

Educational substitutions will only be permitted for a maximum of two years of the required experience.
 

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.