Office Support Specialist II

Massachusetts Department of Public Health; Hathorne (MA); On-site; USD 64,000 - 91,000; Full time

Job summary

Massachusetts Department of Developmental Services (DDS) is seeking an Office Support Specialist II for Hogan Regional Center to handle administrative and clerical duties in the Area Office, supporting the Area Director, Assistant Area Director and Service Coordinator Supervisors.

The role requires sound judgment with confidential information, strong scheduling, document preparation, minutes, and reporting using Meditech; duties include census, admissions, discharges, and daily operations for NE

Qualifications

• Three years of full-time or equivalent administrative experience.
• Substitutions allow an Associate's degree in business administration, public administration or related field.
• Educational substitutions limited to a maximum of two years of required experience.

Responsibilities

• Provide general office and clerical support to the Area Director, Assistant Area Director and Service Coordinator Supervisors.
• Prepare agendas and transcribe notes/minutes for meetings for HRC and NE Region.
• Maintain confidential files and handle mail, messages and document preparation.
• Prepare census, admissions, discharges, and reports using Meditech.
• Coordinate scheduling and daily operations for NE Region and Hogan Regional Center.

Skills

Administrative experience

Clerical duties

Scheduling meetings

Education

Associate's degree in business/public administration

Associate's degree in other field

Tools

Meditech

MS Office

Job description

Job Description - Office Support Specialist II (26000683)

Job Description

Office Support Specialist II - ( 26000683 )

Description

The Department of Developmental Services (DDS) is seeking candidates for an Office Support Specialist II (OSS II) position at Hogan Regional Center. The selected candidate for this position will be responsible for the administrative and clerical duties in the Area Office. The Office Support Specialist will provide general office and clerical support to the Area Director, Assistant Area Director and the Service Coordinator Supervisors. The selected candidate for this position will have the ability to exercise sound judgment and discretion in handling confidential information. They will be required to demonstrate a strong degree of decision making, and knowledge of the department.

Assist the 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.

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 meditech 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 as directed.

Prepare HRC daily census information and communicate that information to in-house providers to meet the care needs of HRC residents.

Prepare agendas and transcribe notes/minutes for the following: 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 as directed

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 to assigned on-call personnel.

Maintain HRC Medical Team Schedule

Maintain file of Ceris #’s for client funds

Cover Mail Room when necessary

All other duties as assigned

Schedule Information

Full-time 37.5 Hours

Monday – Friday: 8:00 a.m. – 4:30 p.m.

Days Off: Saturday/Sunday

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

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:

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

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.

Qualifications

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.

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 / Affirical 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 (BIPOCmay)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.

Job

Administrative Services

Agency

Department of Developmental Services

Schedule

Full-time

Shift

Day

Job Posting

Sep 23, 2026, 4:20:18 PM

Number of Openings

1

Salary

64,038.52 - 91,473.20 Yearly

If you have Diversity, Affirmitive Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Kendy Derival, [e-mail] - 8572835830

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : No