The Southeast Area Office (SEA) of the Department of Mental Health (DMH) is seeking a dynamic, self-motivated, and experienced individual who will function as the Office Support Specialist to provide administrative support a variety of secretarial/clerical services to the Director of Child, Youth & Families and staff, Director of Program Management, Director of Housing, Director of Utilization, Director of Quality Management, Risk Manager and other Area staff as needed. The selected candidate will also support to the DMH Southeast Service Authorization Unit for Child/Adolescent Services.

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 are a general summary and not all inclusive):

• Provides typing for assigned program(s) including letters/memo, minutes, reports, correspondence, postings, forms, etc.
• Track assignments through completion, obtaining necessary signatures, copying, filing and distributing materials.
• Provides telephone receptionist duties for assigned work area for incoming calls, including screening, directing and taking messages in a professional and courteous manner when staff is not available.
• Schedules meetings as requested by assigned staff and coordinates and maintains CYF Director’s Outlook Calendar.
• Collects CYF Staff personnel related forms (Leave, Volunteer, Schedule Change, etc.) for the CYF Director, recording approved leave time in designated locations (calendars), notifying staff of approval obtained.
• Tracks CYF staff EPRS and Form 30’s, notifying Supervisors when not received by the designated timeline.
• Provide support for the Southeast Area Contract Monitoring process that includes scheduling, data preparation, copying and distribution of materials, and room reservations.
• Orders and maintains office supplies for Southeast Area staff and prepares purchase requisitions as required. Prepares and distributes business cards for DMH Southeast Area staff.
• Provides back-up to processing outgoing and incoming mail. Outgoing mail will be prepared and stamped with appropriate postage in time for the morning mail pick-up.
• Provides support services to the Service Authorization Unit to Child/Adolescent, to ensure that applications received for DMH services are logged, tracked, and completed in accordance with established procedures. Procedures may vary between each service.
• Checks incoming mail and faxes daily for new service authorization applications and sets up initial files in accordance with established practice.
• Forwards all other closed files to respective Site Office and tracks until confirmation of receipt is obtained.
• Prepares and mails letters, ineligible applications, ROI’s and HIPAA acknowledgement forms.
• Assist with short-term Area data management projects as needed.
• Provides back up to the Executive Assistant and the Administrative Assistant when necessary.
• Performs other duties as assigned.

Required Qualifications:

• Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, types and uses of office equipment and supplies, business letter and report preparation, etc.
• Knowledge of business English including spelling, word meaning and word usage.
• Knowledge of the standard office practices relative to handling incoming mail.
• Skill in transcribing dictated material with speed and accuracy.
• Ability to exercise discretion in handling confidential information.
• Ability to follow oral and written instructions.
• Ability to use proper English grammar, punctuation and spelling.
• Ability to communicate effectively in oral expression.
• Ability to maintain accurate records.
• Ability to adjust to varying or changing situations to meet emergency or changing program requirements.

Preferred Qualifications:

• Ability to perform a variety of job tasks simultaneously, and flexible to changing priorities and demands.
• Strong communications and interpersonal skills, with ability to provide clear information and reports.
• Solid workload organization and problem-solving skills; capacity to balance workload.
• Working knowledge of all Microsoft Office applications including: Word, Excel, Outlook, Access and PowerPoint; Tableau software experience a plus.

DMH Vision and Mission:

The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

Learn more: https://www.mass.gov/orgs/massachusetts-department-of-mental-health

Pre-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/cori and click on "Information for Job Applicants."

Education, 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.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Executive Office of Health and Human Services, Human Resources at 1-800-510-4122, Option 4.

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

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.

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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics?Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.