Office Support Specialist II

The Office Support Specialist II provides primary administrative and clerical support for Bureau of Substance Abuse Services (BSAS) unit directors. The Office Support Specialist is responsible for managing the agendas of assigned BSAS unit directors including but not limited to the coordination of their daily activities, interactions with internal and external stakeholders such as the other DPH Bureau’s, other state agencies, service providers and other strategic partners. The candidate will cover other administrative functions during personnel shortages or as needed.

Detailed Statement of Duties and Responsibilities:

• Use a variety of software programs including Microsoft Office Word, Excel, Access, and PowerPoint, Visio, Internet Explorer, etc., for word processing, scheduling and, producing complex charts, tables and reports as requested.
• Coordinate assigned BSAS Unit Directors schedules and agendas by making all appointments and arranging meetings with Bureau staff, Departmental Staff, Interagency Staff, agencies outside government, providers and the general public. Use independent judgment in prioritizing meetings and rescheduling appointments.
• Coordinate regular Bureau unit meetings
• Coordinate Bureau mailings and statewide communications.
• Organize and manage the Division filing systems as necessary to assure appropriate documentation and record keeping of active files
• Ensure the timely production and dissemination of provider information and announcements.
• Develop and manage Bureau data bases, utilizing Microsoft Access/Microsoft Excel.
• Facilitate communication between assigned BSAS Unit Directors and the public, staff and other internal and external stakeholders
• Draft memorandums and other correspondences for assigned BSAS Unit Directors.
• Review documents for completeness, content, correct grammar and form.
• File materials such as correspondence and reports in accordance with a prescribed classification system.
• Provide timely response to requests for public information by interested parties.
• Prepare standardized forms according to departmental procedures.
• Attend monthly staff meeting, and other relevant Bureau meetings as required.
• Compile statistical information to develop reports on Bureau activities and performance of contracted service providers.
• Assist regional office managers to prepare for training and participate in outreach events as needed
• Draft and manage confidential information including correspondences, invoices, reports, and other in accordance with Bureau standards and procedures.
• Provide administrative support to assigned program activities.
• Operate a variety of office equipment, including computer, copy and fax machine, etc.
• Distribute articles and pamphlets concerning substance abuse prevention to requesting parties.
• Other related duties as required

Agency Mission:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

Pre-Offer 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

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 Health Human Resources at 1-800-850-6968.

Qualifications

This requisition will remain open until filled; however, 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 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.