Office Support Specialist II

Commonwealth of Massachusetts • Danvers, MA

6d • Onsite

About The Position

The Department of Developmental Services (DDS) is seeking candidates for an Office Support Specialist II (OSS II) position at Hogan Regional Center. The selected candidate for this position will be responsible for the administrative and clerical duties in the Area Office. The Office Support Specialist will provide general office and clerical support to the Area Director, Assistant Area Director and the Service Coordinator Supervisors. The selected candidate for this position will have the ability to exercise sound judgment and discretion in handling confidential information. They will be required to demonstrate a strong degree of decision making, and knowledge of the department.

Requirements

• 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:
• 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.
• 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 exercise sound judgment and discretion in handling confidential information.
• Strong degree of decision making, and knowledge of the department.

Responsibilities

• Assist the 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.
• 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 meditech 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 as directed.
• Prepare HRC daily census information and communicate that information to in-house providers to meet the care needs of HRC residents.
• Prepare agendas and transcribe notes/minutes for the following: 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 as directed
• 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 to assigned on-call personnel.
• Maintain HRC Medical Team Schedule
• Maintain file of Ceris #’s for client funds
• Cover Mail Room when necessary
• All 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: Mid Level
• Education Level: Associate degree