Administrative Support (Office Support Specialist I) - Southeast Area Office

Commonwealth of Massachusetts • Brockton, MA

1d • Onsite

About The Position

The Southeast Area Office (SEA) of the Department of Mental Health (DMH) is seeking a dynamic, self-motivated, and experienced individual who will function as the Office Support Specialist to provide administrative support a variety of secretarial/clerical services to the Director of Child, Youth & Families and staff, Director of Program Management, Director of Housing, Director of Utilization, Director of Quality Management, Risk Manager and other Area staff as needed. The selected candidate will also support to the DMH Southeast Service Authorization Unit for Child/Adolescent Services. This position is 37.5 hours per week. The selected candidate will work 9:00am to 5:00pm, Monday through Friday. The days off are Sunday and Saturday.

Requirements

• Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, types and uses of office equipment and supplies, business letter and report preparation, etc.
• Knowledge of business English including spelling, word meaning and word usage.
• Knowledge of the standard office practices relative to handling incoming mail.
• Skill in transcribing dictated material with speed and accuracy.
• Ability to exercise discretion in handling confidential information.
• Ability to follow oral and written instructions.
• Ability to use proper English grammar, punctuation and spelling.
• Ability to communicate effectively in oral expression.
• Ability to maintain accurate records.
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
• 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

• Ability to perform a variety of job tasks simultaneously, and flexible to changing priorities and demands.
• Strong communications and interpersonal skills, with ability to provide clear information and reports.
• Solid workload organization and problem-solving skills; capacity to balance workload.
• Working knowledge of all Microsoft Office applications including: Word, Excel, Outlook, Access and PowerPoint; Tableau software experience a plus.

Responsibilities

• Provides typing for assigned program(s) including letters/memo, minutes, reports, correspondence, postings, forms, etc.
• Track assignments through completion, obtaining necessary signatures, copying, filing and distributing materials.
• Provides telephone receptionist duties for assigned work area for incoming calls, including screening, directing and taking messages in a professional and courteous manner when staff is not available.
• Schedules meetings as requested by assigned staff and coordinates and maintains CYF Director’s Outlook Calendar.
• Collects CYF Staff personnel related forms (Leave, Volunteer, Schedule Change, etc.) for the CYF Director, recording approved leave time in designated locations (calendars), notifying staff of approval obtained.
• Tracks CYF staff EPRS and Form 30’s, notifying Supervisors when not received by the designated timeline.
• Provide support for the Southeast Area Contract Monitoring process that includes scheduling, data preparation, copying and distribution of materials, and room reservations.
• Orders and maintains office supplies for Southeast Area staff and prepares purchase requisitions as required. Prepares and distributes business cards for DMH Southeast Area staff.
• Provides back-up to processing outgoing and incoming mail. Outgoing mail will be prepared and stamped with appropriate postage in time for the morning mail pick-up.
• Provides support services to the Service Authorization Unit to Child/Adolescent, to ensure that applications received for DMH services are logged, tracked, and completed in accordance with established procedures. Procedures may vary between each service.
• Checks incoming mail and faxes daily for new service authorization applications and sets up initial files in accordance with established practice.
• Forwards all other closed files to respective Site Office and tracks until confirmation of receipt is obtained.
• Prepares and mails letters, ineligible applications, ROI’s and HIPAA acknowledgement forms.
• Assist with short-term Area data management projects as needed.
• Provides back up to the Executive Assistant and the Administrative Assistant when necessary.
• Performs other duties as assigned.

Benefits

• Comprehensive Benefits
• outstanding suite of employee benefits that add to the overall value of your compensation package
• 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