This position is located in Danvers, MA

The Department of Developmental Services (DDS) seeks a skilled and professional applicant for the role of Office Support Specialist II (OSS II) who is committed to providing outstanding performance and service. The OSS II provides office support skills, functions, and data-driven reporting in service to the adminstration of care services and aid provided by the Department of Developmental Services to individuals with intellectual and developmental disabilities.

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

• Assist the Northeast (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
• Oversee and monitor assigned special projects and tasks for NE Regional Director
• Prepare agendas and transcribe minutes for the following Regional meetings: Regional Leadership Team, Regional Area Office Directors, Best Practices meetings, and Provider Agency liaison meetings.
• Oversee administrative functions for the Administration Building at Hogan Regional Center (HRC.)
• 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 Massachusetts' proprietary HUB 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
• Prepare HRC daily census and communicate information to in-house providers for the care needs of HRC residents
• Prepare agendas and transcribe minutes for the following HRC meetings: 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
• 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 traffic to currently designated, assigned on-call personnel
• Maintain HRC Medical Team Schedule
• Maintain file of CERIS accounts and related information for client funds tracking and auditing
• Cover Mail Room duties when necessary
• All other duties as assigned

QUALIFICATIONS AT HIRE (List knowledge, skills, abilities) :

1. Ability to communicate effectively

2. Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence

3. Ability to use proper grammar, punctuation and spelling

4. Ability to make recommendations

5. Ability to multi-task and prioritize

6. Ability to prepare documents and reports accurately

7. Ability to assist customers of diverse backgrounds

8. Ability to follow guidelines and procedures

9. Knowledge of software applications such as desktop publishing, project management, spreadsheets and database management

10. Ability to work independently and in teams

11. Organizational skills

12. Ability to manage ongoing administrative projects

QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)

1. Data entry and data queries on Access-based Databases, HUB, HCSIS

2. Maintaining and updating chronological files, correspondence files, agency files

3. Utilizing new Management Information System for Department of Developmental Services

Scheduled Hours: 8:45 AM-5:00 PM

Days off: Sunday/Saturday

About the Department of Developmental Services:

The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B+ operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government.

For more information about our agency and programs visit: www.mass.gov/dds

Pre-Hire Process:

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.

• Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Recommended candidates must successfully complete pre-employment screening which includes:

• Disabled Persons Protection Commission (DPPC) Abuse Registry Search: https://www.mass.gov/info-details/dppc-abuser-registry
• Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori
• National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check. https://www.mass.gov/lists/dds-fingerprint-background-checks

​​​​​​​ADA Reasonable Accommodation:

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

For technical help with MassCareers, including logging into your profile and/or resetting your password, please call the Employee Service Center at 617-979-8500 for assistance.

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

ALL EMPLOYEES ARE PAID ON A BI-WEEKLY BASIS AND MUST HAVE DIRECT DEPOSIT

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.

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.