Clerk IV - (Office Support) Western Mass Area Office

Commonwealth of Massachusetts • Northampton, MA

5d • Hybrid

About The Position

The Department of Mental Health (DMH) is seeking to fill the position of Clerk IV in its Northampton Area Office. This is a wonderful opportunity for an applicant who is interested in providing clerical support to the Area Leadership Team. The selected candidate must be flexible and have the ability to prioritize tasks according to workflow and deadlines. This position is full-time, 37.5 hours per week. Monday – Friday 9-5 with one potential remote work day per week. Days off are Saturday and Sunday.

Requirements

• Highly organized; knowledge of the principles and practices of office management.
• Excellent business writing and editing skills.
• Knowledge of the methods used in the preparation of spreadsheets, charts, graphs, and tables; experience with using EXCEL and ACCESS programs.
• Knowledge of the types and uses of general office equipment.
• Ability to analyze and determine the applicability of data, to draw conclusions, and make appropriate recommendations.
• Ability to follow oral and written instructions.
• Ability to prioritize multiple tasks.
• Ability to assemble items of information in accordance with established procedures.
• Ability to interact tactfully and professionally with others, both in person, in meetings and on the phone.
• Ability to exercise discretion in handling confidential information.
• Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) and equivalent combination of the required experience and the substitutions below: I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience. Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

• Record of demonstrating strong customer service through a positive attitude of approachability, adaptability, problem solving and desire to support staff.
• Demonstrate ability to multi-task.
• Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff.
• Team centered cooperative work philosophy, professional demeanor, and approach to work.
• Given the population served, bilingual or multilingual fluency.

Responsibilities

• Provide direct clerical support to the Area Leadership Team. Tasks include typing, receiving telephone calls, filing, faxing, photocopying, scheduling meeting rooms, scheduling virtual meetings using technology currently used by the agency and area.
• Provide support for workshops, conferences, and events, including copying and preparing materials, assembling informational packets, and assisting with room and resource setup.
• Provide support to workgroups, task forces, and committees, including preparing, copying, organizing, and distributing meeting materials and performing other related clerical tasks.
• Completes RL6 triage and data entry for Western Mass DMH Community Programs in accordance with established procedures.
• Provide clerical support for HR and IT activities associated with the hiring and onboarding of new staff, including preparing, organizing, and processing related documents and materials as directed.
• Provide regular and as-needed back-up switchboard coverage for the Western Massachusetts Area Office, including receiving and routing incoming calls.
• Record meeting minutes and distribute completed minutes and related materials to appropriate staff.
• Maintain the confidentiality of information and records in accordance with HIPAA requirements and applicable confidentiality policies and procedures.
• Provide clerical support related to the procurement process, including copying, preparing binders and other materials, organizing and maintaining documentation, and performing other related clerical tasks.
• Provide clerical support for tracking Risk Management activities, including data entry and maintaining applicable records and tracking documents.
• Provide clerical support for maintaining Area policies and procedures, including updating, formatting, organizing, filing, and maintaining related documents as directed.
• Provide clerical support to the Program Coordinator II as requested.
• Other duties as assigned.

Benefits

• Comprehensive Benefits
• An outstanding suite of employee benefits that add to the overall value of your compensation package.
• A work experience that supports you, your loved ones, and your future.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED