Office Support Specialist I

Commonwealth of Massachusetts•Tewksbury, MA

5d•Onsite

About The Position

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

Requirements

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.
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.

Nice To Haves

Excellent Organizational skills
Demonstrate resourcefulness and attention to detail
Ability to prioritize and handle multiple tasks
Excellent communication and interpersonal skills
Bilingual or multilingual fluency

Responsibilities

Provides 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 housing 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.