Clerk IV

Commonwealth of Massachusetts • Tewksbury, MA

7d • Onsite

About The Position

The Department of Mental Health is seeking a dynamic and energetic individual to provide clerical support to the Chief of Psychiatry, Associate Chief of Psychiatry and all senior Psychiatry staff. The selected candidate must be flexible, dependable, and interact well with professional staff, clerical support staff and patients. The incumbent will serve as back up to the Senior Administrative Assistant and be able to maintain a high degree of confidentiality.
Please Note: This position is full time, 37.5 hours per week 8:00am-4:00pm. Days off are Saturday and Sunday

Requirements

• Ability to work in a fast-paced environment and prioritize duties independently.
• Capacity to type a minimum of 60 WPM.
• Talent for preparing complex management and medical reports.
• Skilled in recording accurate meeting minutes.
• 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.
• 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.

Nice To Haves

• Knowledge of clerical office practices and procedures including office filing, typing and uses of office equipment and supplies, business letter and report preparation, etc.
• Capacity to maintain systems to facilitate workflow; demonstrated skills prioritizing and organizing workload.
• Superb attention to detail and accuracy, including the use of proper grammar, punctuation, spelling, data and numbers.
• Capability to work on, and prioritize multiple projects simultaneously and meet tight deadlines in a fast paced environment.
• Record of demonstrating strong customer service through a positive attitude of approachability, adaptability, problem solving and desire to support staff.
• Demonstrated ability to multi-task, work under pressure and perform a variety of tasks in a fast-paced, deadline driven environment.
• Ability to handle confidential materials and work in a professional and courteous manner
• Skilled in interacting effectively with senior-level internal and external contacts.
• 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.
• Proficiency using Microsoft Office products such as Word, Excel, Outlook and PowerPoint.
• Given the population served, bilingual or multilingual fluency

Responsibilities

• Maintains and distributes monthly schedules for the DOC (Doctor on Call) coverage, department coverage, and education and training announcements.
• Notates and transcribes correspondence, reports, minutes and material to staff.
• Serves as back-up to Office Support Specialist II in their absence
• Coordinates meeting schedules with attendees and Psychiatry management staff.
• Maintains employee personnel and training files for staff.
• Coordinates the CORI (Criminal Offender Record Information)/SORI (Sex Offender Registry Information) process for the Psychiatric Units.
• Oversees the ordering of supplies for the Psychiatry Department.
• Serves as backup for documentation/dissemination of Critical Incidents and AWA (Away without Authorization) reports for the Senior Administrative Assistant in her absence.
• Tracks group participation for the Psychiatry Department.
• Prepares and distributes unit census data, as well as various data for Psychiatry Department indicators and prepares monthly report
• Tracks new admissions, discharges, unit transfers and doctor reassignments in Meditech system.
• Facilitates on-boarding and orientation of new hires in the Department of Psychiatry including Residents and Moonlighters.

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.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees