Office Support Specialist II

Commonwealth of Massachusetts • Boston, MA

2d • Onsite

About The Position

The Dr. Solomon Carter Mental Health Center is seeking an experienced and motivated Office Support Specialist II. The selected candidate will perform routine and complex administrative secretarial and clerical duties to support the Dr. Solomon Carter Fuller MHC Social Work Department, including admissions, discharge, and forensic liaison functions. The duties consist of complex and varied coordination, data management, tracking composing of reports including graphs and word processing tasks in addition to more routine clerical and secretarial duties. This is a full-time, 37.5-hour position, Monday through Friday, 8:00 am - 4:00 pm, with Saturdays and Sundays off.

Requirements

• Ability to follow written and oral instructions.
• Work in a team setting and in group situations.
• Ability to communicate effectively in oral expression.
• 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

• Knowledge of the principles and practices of office management.
• Use of general office equipment.
• Experience with the Self-Service Time and Attendance program.
• Ability to maintain accurate records.
• Knowledge and experience with the Mass Careers hiring program.
• Establish rapport and maintain harmonious working relationships with people from varied ethnic, cultural, and/or economic backgrounds.
• Bilingual or multilingual fluency

Responsibilities

• Performs data entry and maintenance of established information systems for the Social Work Department and Forensic Liaison utilizing MS Word, Excel, Access, PowerPoint and MHIS.
• Completes entry in facility and Department of Mental Health databases for tracking of admission and discharge patients.
• Facilitates the admissions intake process through telephone support, distribution of information regarding expected admissions, faxing information, and maintenance of information.
• Ensures legal information faxed to the facility by Court clinicians or Court clerks is distributed within the facility appropriately, including to the legal liaison and patient medical record.
• Compiles Universal Referral Packages and Intrahospital Transfer packages by copying reports from Medical Record, accessing Meditech MHIS and printing out reports. Distributes referral packages to community, hospital and next level of care providers.
• Answers the telephone in a timely and polite manner, forwards calls to appropriate personnel, takes telephone messages and provides general information to the public or refers to appropriate department.
• Takes minutes of Social Work Department Meeting (weekly), Milieu Leadership (Bimonthly) and SCF Area Census Meeting (monthly). Copies and distributes minutes to attendees.
• Assists in the development of computer-based forms (Word, Excel, Access, etc.).
• Provides support and assistance to staff in Word and database management.
• Performs miscellaneous clerical work such as office filing, preparing mailings, shredding, operating a copier and/or facsimile machine, schedules rooms for meetings and other duties as assigned by supervisor.
• Tracks the completion of annual human resource documentation requirements for members of the Social Work Department, including maintaining files of completed trainings and policy review documentation and distributing these files to Human Resources per established time frames.
• Supports clinical staff through scheduling meetings, including discharge planning meetings, clinical and coordination of care meetings, distributes notices and agenda to meeting members prior to the meeting.
• Collects information on anticipated discharges weekly, distributes information to appropriate staff.

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: Mid Level
• Education Level: Associate degree