Office Support Specialist II

Commonwealth of Massachusetts•Danvers, MA

7h•Onsite

About The Position

The Department of Developmental Services (DDS) seeks a skilled and professional applicant for the role of Office Support Specialist II (OSS II) who is committed to providing outstanding performance and service. The OSS II provides office support skills, functions, and data-driven reporting in service to the adminstration of care services and aid provided by the Department of Developmental Services to individuals with intellectual and developmental disabilities.

Requirements

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 multi-task and prioritize
Ability to prepare documents and reports accurately
Ability to assist customers of diverse backgrounds
Ability to follow guidelines and procedures
Knowledge of software applications such as desktop publishing, project management, spreadsheets and database management
Ability to work independently and in teams
Organizational skills
Ability to manage ongoing administrative projects
Applicants must have at least (A) three 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 a maximum of two years of 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

Data entry and data queries on Access-based Databases, HUB, HCSIS
Maintaining and updating chronological files, correspondence files, agency files
Utilizing new Management Information System for Department of Developmental Services

Responsibilities

Assist the Northeast (NE) Regional Director with daily operational issues such as scheduling meetings, keeping the Regional Director’s appointment book, documentation preparation, taking messages, opening, categorizing and distributing mail creating and maintaining confidential files
Oversee and monitor assigned special projects and tasks for NE Regional Director
Prepare agendas and transcribe minutes for the following Regional meetings: Regional Leadership Team, Regional Area Office Directors, Best Practices meetings, and Provider Agency liaison meetings.
Oversee administrative functions for the Administration Building at Hogan Regional Center (HRC.)
Assist the HRC Facility Director with daily operational issues such as scheduling meetings, document preparation, taking messages, maintaining confidential files, organizing meeting minutes/notes, utilizing Massachusetts' proprietary HUB information management system to enter data and prepare reports (i.e. daily census, admissions, discharges, deaths)
Prepare all HRC Emergency Stabilization Unit quarterly billing statements
Prepare end of year reports including HRC census, HRC Unit Reports, NE Regional Reports
Prepare HRC daily census and communicate information to in-house providers for the care needs of HRC residents
Prepare agendas and transcribe minutes for the following HRC meetings: HRC Neurology Clinic, HRC Residential Team Meetings, HRC Trustees, HRC Safety Committee, HRC Advisory Team, HRC Human Rights Committee, NE Region Leadership Team, all other NE Region meetings
Set up agenda and complete monthly mailings for provider meetings and NE Regional Board meetings
Provide support for other NE Regional staff as needed
Provide oversight of all NE Region and HRC office equipment contracts, supplies and maintenance
Prepare HRC On-call schedule for after-hours Operations Team and Medical and Nursing Teams; forward on-call phone traffic to currently designated, assigned on-call personnel
Maintain HRC Medical Team Schedule
Maintain file of CERIS accounts and related information for client funds tracking and auditing
Cover Mail Room duties when necessary
All other duties as assigned