The Department of Mental Health (DMH) is seeking to fill the position of Office Support Specialist I in its Northampton Area Office. This is a wonderful opportunity for an applicant who is interested in providing clerical administrative support to several leadership staff in the Area Office. The selected candidate must be flexible and have the ability to prioritize tasks according to workflow and deadlines.

Please Note This position is full-time, 37.5 hours per week. Monday – Friday 9-5 with one potential remote work day per week.Days off are Saturday and Sunday.

Duties and Responsibilities (these are a general summary and are not all inclusive):

• Provide administrative support to designated staff. (including but not limited to; scheduling, time sheet, organization, PowerPoint creation, managing email, filing, managing one drive and SharePoint utilization).
• Schedules and attends meetings. Record minutes of administrative meetings as needed.
• Creates and maintains databases and spreadsheet files. Update assigned reports monthly or as needed.
• Support data entry for contracted programs as assigned including entering admissions and discharges and communicating with provider.
• Provide incident triage coverage at least one day per week. Duties include client look up, dissemination of incident, and death, and DPPC reports, and as well as data entry into the department's incident management system.
• Ensure office activities are operational and in compliance with standards or guidelines.
• Provide back up to the staff ordering Area Office supplies and doing inventory in Supply Room as needed.
• Participate in the rotation of coverage for front desk reception as scheduled or as needed.
• Coordinates unit or department programs and activities (e.g., trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).
• Open and maintain consultation files, ensure paperwork/follow-up paperwork is received in a timely manner for review.
• Support the Western Mass Continuing Care Inpatient unit as needed, including entering admission and discharge information and discharge readiness information, track legal status, take census meeting minutes and other related duties.
• Act as Area Office and Training Department coordinator to ensure interpreter services.
• Acts as liaison with local, state and federal agencies to exchange information and coordinate activities.
• Responsible for screening phone calls.
• Responsible for the organization and upkeep of detailed filing systems/file rooms.
• Provide back up to the Service Authorization Department administrative assistant as needed.
• Maintain professional and ethical standards by treating stakeholders with dignity and respect in all interactions.
• Represent the Department of Mental Health in a positive, productive, and professional manner.
• Perform other related job duties as required and necessary.

Required Qualifications

• Knowledge of the principles and practices of office management.
• Knowledge of the methods of general report writing.
• Knowledge of the methods used in the preparation of charts, graphs, and tables; experience with using EXCEL and ACCESS programs.
• Knowledge of the types and uses of general office equipment.
• Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines, governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions, and make appropriate recommendations.
• Ability to follow oral and written instructions.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to interact tactfully and professionally with others both in person and on the telephone.
• Ability to establish rapport and maintain harmonious relationships with persons from varied ethnic, cultural, and/or economic backgrounds.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.

Preferred Qualifications

• Record of demonstrating strong customer service through a positive attitude of approachability, adaptability, problem solving and desire to support staff.
• Demonstrate ability to multi-task.
• Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff.
• Team centered cooperative work philosophy, professional demeanor, and approach to work.
• Given the population served, bilingual or multilingual fluency.

DMH Mission Statement:

The Department of Mental Health assures and provides access to services and support 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.

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

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.

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!

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.