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Office Support Specialist

Company: State of Massachusetts
Location: Taunton
Posted on: September 17, 2020

Job Description:

The Women's Recovery from Addictions Program is seeking a dynamic, self-motivated and experienced individual, who will function as the Office Support Specialist (OSS II) to the Administrative Office. The chosen candidate will perform the administrative support functions for the program, such as responding to inquiries, handling Program mail, coordinating office activities, events and meetings with external and internal contacts, maintain room reservation log, prepare and analyze correspondence, reports and other related materials. Ensure that Program wide court related information is processed and documented within required timeframe. Coordinate the court admissions and prepare legal documentation and paperwork with direction from Program Manager. Ability to multi-task and provide verbal and written communication effectively. Experience with Access. Provides on the job training to newly hired employee relating to office needs.Please Note: 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.Duties and Responsibilities (these duties and responsibilities are not all inclusive):* Provides administrative support to assigned personnel of the Program Administration Office.* Coordinates Court admissions by recording demographic information and Assist Nursing and Social Work staff to ensure that Program wide court information is received and processed.* Coordinates unit or department programs and activities (e.g. trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).* Schedules, attends meetings, records minutes and maintains an electronic meeting and event calendar as well as manages conference room reservation log.* Creates and prepares reports, spreadsheets and compiles data using databases, such as Access, Excel, Microsoft Word.* Conducts research and prepares daily statewide census.* Responds to inquiries and provides information to internal and external contacts.* Ensure office activities are operational and in compliance with standards or guidelines.* Maintains Log documenting the return of clients belongings left at program.* Assist with Quality Assurance and performance improvement initiatives.* Submits paperwork for new employees for e-mail/phone/and computer access and other needed network changes.* Oversees the maintenance of all copy machines within the Program.* Provides backup to the Office of the Program Director.Required Qualifications:* Communication of the English language and the ability to follow and provide both written and oral instructions and reports by using proper grammar, punctuation and spelling.* Skilled in writing clearly and concisely as well as the ability to multi-task, maintain accurate records, work independently, or with teams, and the ability to prioritize work.* Provide assistance to persons of diverse backgrounds.* Ability to use Microsoft Office Suite, primarily Word, Excel and Access and other software programs necessary to support the Program.* Skilled in methods used in the preparation of charts, graphs, and tables.* Ability to follow guidelines, procedures and make recommendations.* Exercises discretion in handling confidential information.WRAP Mission Statement:The Department of Mental Health is seeking qualified candidates for the Women's Recovery from Addiction Program (WRAP). This program provides quality client-centered care and recovery oriented treatment. The Department of Mental Health (DMH) in collaboration with the Department of Public Health (DPH) Bureau of Substance Abuse Services operates this statewide Program in Taunton for individuals civilly committed by the courts for substance use treatment for up to 90 days ("Section 35 commitment").The program model will provide acute detoxification and early clinical stabilization services as we help clients develop community-based linkages to outpatient supports and substance use disorder treatment providers. The individuals treated within this program will be linked upon discharge to a range of services within the DPH continuum of care for substance use conditions.Total Compensation:As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve - but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your overall compensation, including:* 75% state paid medical insurance premium* Reasonable Dental and Vision Plans* Flexible Spending Account and Dependent Care Assistance programs* Low cost basic and optional life insurance* Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan* 11 paid holidays per year and competitive Sick, Vacation and Personal Time* Tuition benefit for employee and spouse at state colleges and universities* Short-Term Disability and Extended Illness program participation options* Incentive-based Wellness Programs* Professional Development and Continuing Education opportunities* Qualified Employer for Public Service Student Loan Forgiveness ProgramPre-Hire Process:A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/coriEducation, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.Please contact the Human Resource Office at (508) 977-3120.First consideration will be given to those applicants that apply within the first 14 days.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.Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.Educational substitutions will only be permitted for a maximum of two years of the required experience.An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Keywords: State of Massachusetts, Taunton , Office Support Specialist, Administration, Clerical , Taunton, Massachusetts

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