Office Support Specialist I - Recovery from Addictions Program

Commonwealth of Massachusetts; Taunton (MA); On-site; USD 38,000 - 52,000; Full time

Job summary

Commonwealth of Massachusetts is seeking an experienced Office Support Specialist I for the Recovery from Addictions Program (RAP) to support the Assistant Program Director and Clinical Department.

The role includes preparing correspondence, maintaining calendars, coordinating meetings, handling confidential information, training new staff, and generating reports using Excel, Tableau, and Access to support program operations and quality improvement efforts.

Qualifications

• Ability to communicate effectively and professionally.
• Ability to write concisely and clearly.
• Ability to follow guidelines and procedures.
• Ability to multitask and prioritize.
• Ability to prepare documents and reports accurately.
• Ability to assist customers of diverse backgrounds.
• Knowledge of spreadsheet and database management.

Responsibilities

• Provides administrative support to the Clinical Director under the Assistant Program Director.
• Maintains schedule for time off for departmental employees.
• Assists with mail deliveries and mail procedures.
• Maintains confidentiality of information.
• Manages conference room reservations and related forms.
• Oversees maintenance of copy machines and unit laptops used for treatment programming.
• Schedules and records meeting minutes.
• Maintains electronic meeting and event calendars.
• Monitors tracking database for EPRS evaluations.
• Creates and maintains database/spreadsheet files (Excel/Access).
• Submits data to Central Office per guidelines.
• Uses Excel/Tableau/Access to compile data.
• Responds to inquiries and provides information to internal/external contacts.
• Coordinates programs and activities (training, seminars, etc.).
• Ensures activities comply with standards.
• Assists with QA and performance improvement initiatives.
• Provides technical assistance to agency personnel.
• Keeps program contact information up to date.
• Reviews reports/memoranda for completeness and accuracy.
• Participates in hiring of staff/interns/volunteers.
• Provides training to new employees.

Skills

Effective communication

Concise writing

Grammar accuracy

Multitasking

Document/report preparation

Customer service

Following guidelines

Software knowledge (publishing, PM, sp

Independent work

Organizational skills

Supervisory ability

Education

Associate's or higher degree in business administration/public administration

Associate's or higher degree in another field (substitution)

Tools

Microsoft Office

Tableau

Access

Excel

Job description

Office Support Specialist I - Recovery from Addictions Program (2600075Q)

Job Description - Office Support Specialist I - Recovery from Addictions Program (2600075Q)

Description

The Recovery from Addictions Program (RAP), operated by the Department of Mental Health (DMH), is seeking a dynamic, self-motivated, and experienced individual who will function as the Office Support Specialist to the Assistant Program Director and Clinical Department. The selected candidate will perform a variety of administrative functions that will include preparing and analyzing correspondence, reports, and other materials as needed; arranging meetings with internal and external contacts; responding to inquiries, and assisting in various office programs. The Office Support Specialist will provide guidance and on-the-job training to newly hired employees.

Please Note

The selected candidate will work 37.5 hours on 1st shift (8:30AM to 4:30PM) Monday through Friday. The days off are Sunday and Saturday.

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

• Provides administrative support to the Clinical Director under Assistant Program Director.
• Assists with maintaining schedule for time off for departmental employees.
• Assists with all mail deliveries, ensuring mail procedures are carried out effectively and efficiently.
• Ability to exercise discretion in handling confidential information.
• Manages conference room reservations, books, and forms.
• Assists with the oversight of the maintenance of all copy machines within the Program and unit laptops used for treatment programming.
• Schedules and attends meetings and records minutes.
• Maintains electronic meeting and event calendars.
• Monitors and maintains tracking database for EPRS evaluations.
• Creates and maintains database and spreadsheet files using computer software or databases (Excel and Access to prepare reports and compile data).
• Submits required data to Central Office according to guidelines.
• Uses Excel, Tableau, and Access databases; compiles data into SLS/DATIX system when needed.
• Responds to inquiries and provides information to internal and external contacts in a timely manner.
• Coordinates unit or department programs and activities (e.g.: trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts, etc.).
• Ensures office activities are operational and in compliance with standards or guidelines.
• Assist with quality assurance and performance improvement initiatives.
• Provides technical assistance to agency personnel.
• Ensures all program contact information and program directories are up to date.
• Reviews reports, memoranda, etc. for completeness, accuracy, and content.
• Participates in the hiring process of program staff, interns, and volunteers.
• Provides training to newly hired employees.
• Provides all other duties as necessary and assigned.

Required Qualifications

• Ability to communicate effectively.
• Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
• Ability to use proper grammar, punctuation, and spelling.
• Ability to make recommendations.
• Ability to multitask and prioritize.
• Ability to prepare documents and reports accurately.
• Ability to assist customers of diverse backgrounds.
• Ability to follow guidelines and procedures.
• Knowledge of software applications such as desktop publishing, project management, and spreadsheet and database management.
• Ability to work independently and in teams.
• Organizational skills.
• Based on assignment, ability to supervise and assign work effectively.
• Ability to maintain discretion in handling confidential information.

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, and PowerPoint; Tableau software experience a plus.

About the Recovery from Addictions Program (RAP)

The Department of Mental Health (DMH) in collaboration with the Department of Public Health (DPH) Bureau of Substance Addiction Services operates a statewide Recovery from Addictions Program (RAP) for individuals civilly committed by the courts for substance use treatment for up to 90 days ("Section 35 commitment").

The program model will provide acute detoxification and early clinical stabilization services as we help clients develop community-based linkages to outpatient supports and substance use disorder treatment providers. The individuals treated within this program will be linked upon discharge to a range of services within the DPH continuum of care for substance use conditions. RAP provides administrative, medical, clinical, and non-clinical services. Its mission to provide quality client-centered care and recovery-oriented treatment.

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.

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.

For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #4.

Qualifications

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.

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 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 / Affi... ???

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.