Clerk IV

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

Job summary

Commonwealth of Massachusetts is seeking a Clerk IV for the Department of Mental Health in Massachusetts. The role provides clerical support to the Director of Clinical Social Work, Psychiatric Admissions and staff, with a full-time schedule of 37.5 hours and weekday hours (8:00am-4:00pm).

The duties include maintaining databases in Microsoft Access, entering discharge information into MHIS, handling calls, coordinating programs, scheduling meetings, and preparing various documents using Word.

Qualifications

• Able to work in a fast-paced environment and prioritize duties independently.
• Ability to communicate effectively and take direction well
• Capable of working a full complement of interrelated professional office staff
• Able to maintain a high degree of confidentiality.
• A talent for preparing complex Social Work and Psychiatric reports

Responsibilities

• Maintains database for Clinical Social Workers, tracking adult psychiatric patients Periodic Reviews using Microsoft Access.
• Enters Discharge Ready Information into the Mental Health Information System (MHIS) and generates reports as needed.
• Answers phone calls, takes messages and forwards messages to appropriate staff.
• Coordinates department programs and activities (trainings, seminars, teleconferences).
• Tracks meetings and appointments for Director of Clinical Social Work & Admissions.
• Schedules and arranges meetings, appointments, conferences.
• Creates and maintains spreadsheets to track client information such as guardianship lists.
• Types and/or transcribes correspondence, memoranda, reports, minutes of meetings, lists, and prepares standard forms using Microsoft Word.
• Meets with Director of Clinical Social Work & Admissions daily to review mail, projects, and priorities.
• Coordinates coverage throughout the Clinical Social Work & Financial Departments to ensure proper coverage for each unit.
• Maintains the organization and upkeep of detailed filing system and archive file room.
• Assists with transfers to Tewksbury Hospital by acquiring necessary information from adult psychiatric patients to complete appropriate admission paperwork.
• Provides clerical assistance to QI Coordinator for mailing Family Support Group letters.
• Acts as backup for documentation/dissemination of Critical Incident Reports for adult psychiatric patients.
• Works as backup for Admissions Coordinator, completing paperwork, databases and delivering documents through the facility.
• Other duties as required by Director of Clinical Social Work & Admissions Compliance with all applicable state and federal laws including HIPAA
• which govern the privacy and confidentiality of information about patients.

Skills

Fast-paced environment

Communication skills

Confidentiality

Report preparation

Tools

Microsoft Word

Excel

Access

Outlook

Job description

An Official website of the Commonwealth of Massachusetts

The Department of Mental Health is seeking a dynamic and energetic individual to fill a Clerk IV position. The selected candidate will provide clerical support to the Director of Clinical Social Work, Psychiatric Admissions and Clinical Social Work staff. The selected candidate must be flexible, dependable, and interact well with professional staff, clerical support staff and patients.

Position Details

This position is full time, 37.5 hours per week, 8:00am-4:00pm. Days off are Saturday and Sunday

Duties and Responsibilities

• Maintains database for Clinical Social Workers, tracking adult psychiatric patients Periodic Reviews using Microsoft Access. Distributes Periodic Review mailings to patients’ family members, friends, Guardians, and Case Managers.
• Enters Discharge Ready Information into the Mental Health Information System (MHIS) and generates reports as needed.
• Answers phone calls, takes messages and forwards messages to appropriate staff.
• Coordinates department programs and activities (trainings, seminars, teleconferences).
• Tracks meetings and appointments for Director of Clinical Social Work & Admissions.
• Schedules and arranges meetings, appointments, conferences.
• Creates and maintains spreadsheets to track client information such as guardianship lists.
• Types and/or transcribes correspondence, memoranda, reports, minutes of meetings, lists, and prepares standard forms using Microsoft Word.
• Meets with Director of Clinical Social Work & Admissions daily to review mail, projects, and priorities.
• Coordinates coverage throughout the Clinical Social Work & Financial Departments to ensure proper coverage for each unit.
• Maintains the organization and upkeep of detailed filing system and archive file room.
• Assists with transfers to Tewksbury Hospital by acquiring necessary information from adult psychiatric patients to complete appropriate admission paperwork.
• Provides clerical assistance to QI Coordinator for mailing Family Support Group letters.
• Acts as backup for documentation/dissemination of Critical Incident Reports for adult psychiatric patients.
• Works as backup for Admissions Coordinator, completing paperwork, databases and delivering documents through the facility. Covers all duties for the Admissions Coordinator.
• Other duties as required by Director of Clinical Social Work & Admissions Compliance with all applicable state and federal laws including the Health Insurance Portability and Accountability Act (HIPAA)
• which govern the privacy and confidentiality of information about patients.

Required Qualifications

• Able to work in a fast-paced environment and prioritize duties independently.
• Ability to communicate effectively and take direction well
• Capable of working a full complement of interrelated professional office staff
• Able to maintain a high degree of confidentiality.
• A talent for preparing complex Social Work and Psychiatric reports

Preferred Qualifications

• Possesses full knowledge of operating standard office equipment as well as experience using Microsoft Word, Excel, Access, and Outlook.
• Excellent Organizational skills
• Demonstrate resourcefulness and attention to detail
• Ability to prioritize and handle multiple tasks
• Excellent communication and interpersonal skills
• Given the population served, bilingual or multilingual fluency

About Tewksbury Hospital

Tewksbury Hospital operates a 370-bed facility and a campus of over 700 acres of land. Its patient care services are provided under the auspices of the Department of Public Health and Mental Health. Joint Commission accredited LTAC hospital that provides high quality, comprehensive treatment, care, and comfort to adults with chronic medical and mental illness. A full range of services are provided including 24/7 Nursing, Nurse Practitioners, Medicine as well as psychiatric and psychological services, a 6- bed dialysis unit, clinical laboratory, radiology, respiratory care, nutrition, speech/language, pathology, occupational therapy, physical therapy, therapeutic recreation and arts, and pharmacy.

The Department of Mental Health 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.

For questions about this requisition, please contact Employment and Staffing Customer Service at 1-800-510-4122, option 4.

Qualifications

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.

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.

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 Congurate 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.

Official Title : Clerk IV

Primary Location

United States-Massachusetts-Tewksbury-365 East Street

Job

Administrative Services

Agency

Department of Mental Health

Schedule

Full-time

Shift

Day

Job Posting

Aug 18, 2026, 6:33:26 PM

Number of Openings

1

Salary

53,314.56 - 70,699.72 Yearly

If you have Diversity, affirmations, concerns or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : [e-mail] - 8572835830

Potentially Eligible for a Hybrid Work Schedule : No

Confidential : No