Office Support Specialist I

The Department of Mental Health is seeking an Office Support Specialist I for the North County Site in Fitchburg. The incumbent will provide administrative assistance to the Site Director; maintain
aspects of the Mental Health Information System (MHIS); assist with responses
to/from Central Office, Area and other DMH Offices; maintain filing system of
needed data and submits reports needed on a timely basis; assist in any other
tracking needs to ensure effective operations of the office; take minutes at
staff meetings and any other meetings needing minutes; type and distributes
minutes in a timely fashion; provide assistance to Case Management department
as needed/warranted

Administrative support to Site
Director and Case Management staff, compiling reports and spreadsheets,
makes and receives telephone calls; type correspondence; reports, etc.

Supervises the daily operation of the
clerical component of the office, including the switchboard, reception
area and clerical work flow.
Provides alternate telephone coverage as needed

Data entry to and reporting from
Mental Health Information System (MHIS); entering required data, input and
export data.

Assists in implementing new
office procedures to ensure efficient operation of the office.

Respond to informational requests
from Central/Area DMH Office as directed by the Site Director; follow up on information that is not
received by required date, to meet required deadlines; liaison to staff
development for tracking of staff trainings.

Manages the Quality Assurance process
for case manager record reviews; maintains listing of client records to be
reviewed; follows up with billing error reporting. Provides detailed information to the
Site Director.

Maintains confidentiality, HIPAA
and professionalism regarding information and materials handled.

Provides and completes paperwork
needed for personnel changes.

Completes and maintains requisition
forms for lower subsidiary and contracted services, monitors office
inventory and orders supplies.

Participates in the RFR – Request
for Response procurement process.

Assists the Site Director in the
recruitment, orientation and organization of Local Advisory Board meetings
and functions.

Provides Case Management
department with needed information from tracking and filing systems as
requested.

Manages the central filing
system; including standard forms; State, Area and Local Policy files,

Attends weekly staff meetings and
other meeting as required. Takes
the minutes, types and distributes all minutes in a timely fashion.

Provides local liaison
coordination to technical support for staff on computer systems.

Performs all related work duties
as required.

The provision of the Department of Mental Health,
Central Mass Area, services and supports occurs within a large geographic
expanse of 97 communities ranging from urban to rural settings within the
counties of Hampden, Middlesex, Norfolk and Worcester. Through an integrated
network comprised of the Area Office in Worcester, five Site Offices (Canton,
North County, South County, Westborough and Worcester), provider partners –
inpatient and community, as well as traditional and consumer operated services,
we strive to offer a full spectrum of recovery oriented, person-centered,
trauma informed services within our communities and the Worcester Recovery
Center and Hospital (WRCH). The Central Mass Area provides services to
approximately 4,000 individuals annually, including children and adolescents,
through a network of contracted community services and DMH Case
Management.

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

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 Susan LeBlanc-Floran, Human Resources, at 508-368-3408.

Qualifications

This requisition will remain open until filled; however, 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.