Licensure Unit Office Support Specialist

Commonwealth of Massachusetts•Marlborough, MA

3d•Onsite

About The Position

The Bureau of Health Care Safety and Quality (BHCSQ) is seeking a qualified individual to provide programmatic support to the Division’s Licensure Unit. The Office Support Specialist supports the effective operation of the Division through administrative and technical support to the unit manager, supervisors and staff. Prepares reports, proofreads correspondence and responds to inquiries regarding regulatory, inspection and investigation activities, including public record requests. Supports operation of the Bureau’s Marlborough office and works closely with managers and supervisors throughout the Division to maintain licensure and federal certification databases in an accurate and up to date manner. The ideal candidate will have experience working in a health care setting as well as an understanding of the regulations and policies that apply to health care facilities in Massachusetts.

Requirements

Capacity 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.
Capacity to prepare documents and reports accurately.
Ability to assist customers of diverse backgrounds.
Ability to follow guidelines and procedures.
Knowledge of software applications including word processing, spreadsheets and database management.
Ability to work independently and in teams.
Strong organizational skills.
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: Substitutions: 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

Experience working in a health care setting.
Understanding of the regulations and policies that apply to health care facilities in Massachusetts.
Proficiency with Microsoft Office, especially Word, Excel, and PowerPoint.
Self-starter with excellent organizational skills, and the ability to prioritize work assignments independently.

Responsibilities

Prepares, proofreads, and edits correspondence related to regulation, inspection and investigation of health care providers and suppliers.
Coordinates unit activities regarding the distribution, review and processing of regulatory, inspection and investigation documentation related to health care providers.
Ensures incoming submissions are accurate, complete and compliant with regulatory requirements and Division protocols.
Responds to external inquiries, provides information and, as needed, liaisons with providers and other agencies to obtain missing information.
Issues approvals once all regulatory requirements have been met and updates tracking database and files.
Processes updates and maintains state (HCFRS, FMF) and federal (ACO, iQIES) databases for regulatory, inspection and investigation activities.
Uses inspection and investigation databases to document inspection and investigation data, ensure timeliness of activities and maintain complete information on Division survey activities.
Responds to internal and external consumer inquiries related to regulatory, inspection and investigation findings.
Coordinates within the Unit to maintain both paper and electronic files of the Division in compliance with applicable guidelines and standards.
Supports Division compliance with the Public Records Law (MGL Chapter 66, Section 10) by tracking and responding to public record requests in coordination with unit and Division staff.
Provides administrative and technical support primarily to Licensure Unit managers, supervisors and staff.
As assigned, works with Division staff to coordinate provision of administrative and technical support to the Division’s Complaint and Certification Units.
Retrieves all licensure voicemails from the licensure unit voicemail box and emails the appropriate staff member in the unit.