Office Support Specialist I - Recovery from Addictions Program

Commonwealth of Massachusetts•Taunton, MA

About The Position

The Recovery from Addictions Program (RAP), operated by the Department of Mental Health (DMH), is seeking an Office Support Specialist to support the Assistant Program Director and Clinical Department. The role performs administrative functions, including preparing and analyzing correspondence, reports, and other materials; arranging meetings with internal and external contacts; responding to inquiries; and assisting with office programs. The specialist also provides guidance and on-the-job training to newly hired employees. The position is 37.5 hours per week on first shift, 8:30 AM to 4:30 PM, Monday through Friday, with Saturday and Sunday off. RAP is a statewide program operated by DMH in collaboration with the Department of Public Health Bureau of Substance Addiction Services. It provides acute detoxification and early clinical stabilization for individuals civilly committed for substance use treatment, and connects clients with community-based supports and treatment services. Its mission is to provide quality, client-centered care and recovery-oriented treatment.

Requirements

At least two years of full-time or equivalent part-time administrative work experience, or an equivalent combination of experience and permitted education substitutions.
Ability to communicate effectively.
Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
Ability to use proper grammar, punctuation, and spelling.
Ability to make recommendations.
Ability to multitask and prioritize.
Ability to prepare documents and reports accurately.
Ability to assist customers from diverse backgrounds.
Ability to follow guidelines and procedures.
Knowledge of software applications such as desktop publishing, project management, and spreadsheet and database management.
Ability to work independently and as part of a team.
Organizational skills.
Based on assignment, ability to supervise and assign work effectively.
Ability to maintain discretion when handling confidential information.
An Associate’s or higher degree in business administration, business management, or public administration may substitute for the required experience.
An Associate’s or higher degree in a major other than business administration, business management, or public administration may substitute for up to one year of required experience.
Education toward a degree is prorated according to the proportion of requirements completed; educational substitutions are permitted for a maximum of two years of required experience.
Successful candidates must acknowledge and attest to their COVID-19 and influenza vaccination status, or applicable required mitigation measures, under the stated regulation.

Nice To Haves

Ability to perform multiple job tasks simultaneously and adapt to changing priorities and demands.
Strong communication and interpersonal skills, including the ability to provide clear information and reports.
Strong workload organization and problem-solving skills, with the capacity to balance workload.
Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
Tableau software experience.

Responsibilities

Provide administrative support to the Clinical Director under the Assistant Program Director.
Assist with maintaining departmental employees’ time-off schedules.
Assist with mail deliveries and ensure mail procedures are carried out effectively and efficiently.
Handle confidential information with discretion.
Manage conference room reservations, books, and forms.
Assist with oversight of the maintenance of program copy machines and unit laptops used for treatment programming.
Schedule and attend meetings and record minutes.
Maintain electronic meeting and event calendars.
Monitor and maintain the tracking database for EPRS evaluations.
Create and maintain database and spreadsheet files using software such as Excel and Access to prepare reports and compile data.
Submit required data to Central Office according to guidelines.
Use Excel, Tableau, and Access databases, and compile data into the SLS/DATIX system when needed.
Respond to inquiries and provide information to internal and external contacts in a timely manner.
Coordinate unit or department programs and activities, including trainings, seminars, teleconferences, employee recognition activities, and recruitment and retention efforts.
Ensure office activities are operational and comply with applicable standards or guidelines.
Assist with quality assurance and performance improvement initiatives.
Provide technical assistance to agency personnel.
Keep program contact information and directories up to date.
Review reports, memoranda, and other materials for completeness, accuracy, and content.
Participate in hiring program staff, interns, and volunteers.
Provide training to newly hired employees.
Perform other duties as necessary and assigned.