Registry of Vital Records and Statistics Office Support

Commonwealth of Massachusetts•Boston, MA

1d•Onsite

About The Position

The Registry of Vital Records and Statistics (RVRS) under the Massachusetts Department of Public Health (DPH), a division of the Office of Population Health, is seeking a detail-oriented individual who will support the RVRS main reception area. The incumbent will be responsible for answering the registry's main phone; monitoring and maintaining several RVRS customer service email inboxes; receiving and screening visitors; answering inquiries and coordinating conference room bookings.

Requirements

Ability to communicate effectively.
Capacity to assist customers of diverse backgrounds through written correspondence, by telephone or in person
Means to follow guidelines and procedures
Skilled to use proper grammar, punctuation, and spelling
Able to multi-task, prioritize and remain well organized.
Knowledge of software applications such as desktop publishing, project management, spreadsheets and database management.
Organizational skills.
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. Educational substitutions will only be permitted for a maximum of two years of the required experience.

Nice To Haves

Excellent customer service skills
Experience with high volume call centers
Excellent organizational skills

Responsibilities

Answer the main RVRS telephone and triage calls to the appropriate person/unit.
Monitor and maintain customer service email inboxes as assigned.
Provide administrative support for RVRS units.
Coordinate meetings through scheduling, notifications, and typing/distributing minutes.
Support RVRS compliance with Public records Law by tracking and responding to public record requests.
Acts as point person for multi-function copiers/printers/scanners, working with vendors and RVRS staff to report issues and ensure timely resolution.
Complete data entry assignments
Respond to constituent inquiries via phone and in writing relative to vital records issuance, amendments, or data.