Clerk IV

Commonwealth of Massachusetts; Framingham (MA); On-site; USD 53,000 - 71,000; Full time

Job summary

Massachusetts Department of Developmental Services seeks a full-time Clerk IV at the Middlesex West Area Office in Framingham. The role greets the public, answers phones, and supports adult/transition services with clerical tasks.

You will manage records, coordinate referrals, and maintain multiple databases. The position requires strong clerical skills, attention to detail, and effective communication with diverse stakeholders.

Qualifications

• At least 3 years of full-time office experience or equivalent part-time experience.
• Experience with clerical procedures, records management, and office correspondence.
• Ability to coordinate referrals, prepare documents, and interact with diverse stakeholders.

Responsibilities

• Provide administrative and service coordination support for Adult Services and Transition Services.
• Prepare, review, format, and finalize correspondence, reports, and forms with accuracy.
• Enter, update, retrieve, and verify client information in multiple databases.
• Coordinate referrals, records, communications, and appointments for adult and transition services.
• Communicate with individuals, families, service providers, and staff to support timely service delivery.
• Maintain filing, records retention, and archiving systems per policy.

Skills

Office administration

Record keeping

Data entry

Communication

Education

High school diploma or equivalent

Business/secretarial coursework (preferred)

Tools

Microsoft Office

Databases/ electronic systems

Job description

The Department of Developmental Services (DDS) is seeking a full-time Clerk IV to work at our Middlesex West Area Office in Framingham. This role is the first face of the office to the public, be it greeting someone at the front desk or answering the phone. Qualified candidates for this role will have knowledge of clerical office practices and procedures, including record keeping and office correspondence.

United States-Massachusetts-Framingham-300 Howard Street

Duties and Responsibilities

This is a general summary and is not intended to be a complete list of duties.

• Provides administrative and service coordination support for Adult Services and Transition Services.
• Prepares, reviews, formats, and finalizes correspondence, reports, tables, forms, and other program documents to ensure accuracy, clarity, consistency, and accessibility.
• Uses and maintains multiple databases and electronic systems to enter, update, retrieve, and verify client and consumer information.
• Assists with coordinating referrals, records, communications, appointments, and other documentation related to adult and transition services.
• Communicates with individuals, families, service providers, schools, regional office staff, and other stakeholders to support timely service coordination and follow-up.
• Serves as a liaison with the Regional Office regarding the purchase of equipment, supplies, and other administrative needs.
• Performs general document-management functions, including copying, scanning, organizing, distributing, and maintaining electronic and physical records.
• Maintains filing, records-retention, and archiving systems in accordance with applicable policies and procedures.
• Provides general administrative support, assists with special projects, and performs other related duties as assigned.

Please Note:This is Full-time, 37.5 hour position.

Shift:Days

Days Off:Saturday and Sunday

Flexibility required to meet the needs of the Office.

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.

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:

Commission for the Protection of Persons with Disabilities (CPPD) Abuse Registry Search: https:cppdmass.gov

Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori

Qualifications

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 office work, or (B) and equivalent combination of the required experience and the substitutions below:

1. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. *
2. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. *
3. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. *
4. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience.*

* Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

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.

Salary: $53,314.56 - $70,699.72 Yearly

Potentially Eligible for a Hybrid Work Schedule: No

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.

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.

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Kendy Derival, [e-mail] - 8572835867