Office Support Specialist I

Commonwealth of Massachusetts • Northampton, MA

12h • Hybrid

About The Position

The Department of Mental Health (DMH) is seeking to fill the position of Office Support Specialist I in its Northampton Area Office. This is a wonderful opportunity for an applicant who is interested in providing clerical administrative support to several leadership staff in the Area Office. The selected candidate must be flexible and have the ability to prioritize tasks according to workflow and deadlines.

Please Note: 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

• Knowledge of the principles and practices of office management.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs, and tables; experience with using EXCEL and ACCESS programs.
• Knowledge of the types and uses of general office equipment.
• Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines, governing assigned unit activities.
• 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 assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to interact tactfully and professionally with others both in person and on the telephone.
• Ability to establish rapport and maintain harmonious relationships with persons from varied ethnic, cultural, and/or economic backgrounds.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.
• Applicants must have 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:
• 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

• 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 administrative support to designated staff. (including but not limited to; scheduling, time sheet, organization, PowerPoint creation, managing email, filing, managing one drive and SharePoint utilization).
• Schedules and attends meetings. Record minutes of administrative meetings as needed.
• Creates and maintains databases and spreadsheet files. Update assigned reports monthly or as needed.
• Support data entry for contracted programs as assigned including entering admissions and discharges and communicating with provider.
• Provide incident triage coverage at least one day per week. Duties include client look up, dissemination of incident, and death, and DPPC reports, and as well as data entry into the department's incident management system.
• Ensure office activities are operational and in compliance with standards or guidelines.
• Provide back up to the staff ordering Area Office supplies and doing inventory in Supply Room as needed.
• Participate in the rotation of coverage for front desk reception as scheduled or as needed.
• Coordinates unit or department programs and activities (e.g., trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).
• Open and maintain consultation files, ensure paperwork/follow-up paperwork is received in a timely manner for review.
• Support the Western Mass Continuing Care Inpatient unit as needed, including entering admission and discharge information and discharge readiness information, track legal status, take census meeting minutes and other related duties.
• Act as Area Office and Training Department coordinator to ensure interpreter services.
• Acts as liaison with local, state and federal agencies to exchange information and coordinate activities.
• Responsible for screening phone calls.
• Responsible for the organization and upkeep of detailed filing systems/file rooms.
• Provide back up to the Service Authorization Department administrative assistant as needed.
• Maintain professional and ethical standards by treating stakeholders with dignity and respect in all interactions.
• Represent the Department of Mental Health in a positive, productive, and professional manner.
• Perform other related job duties as required and necessary.

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: Entry Level
• Education Level: Associate degree