Office Support Specialist II

Commonwealth of Massachusetts - Middleboro, MA (30+ days ago)3.9


GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

The incumbent of this position provides administrative support functions such as: performing receptionist duties: preparing and analyzing correspondence, reports and other materials as needed; arranging meetings with internal and external contacts; responding to inquiries; assisting in various office programs; and performing related work as required.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES
Provides administrative support to assigned personnel.

Performs receptionist duties including but not limited to screening visitors and directing visitors to the appropriate contact person within the agency.
Schedules and attends meetings.

Conducts research.

Maintains electronic meeting and event calendars.
Uses computer software or databases to prepare reports and compile data.

Creates and maintains database and spreadsheet files.

Responds to inquiries and provides information to internal and external contacts.

Coordinates unit or department programs and activities (e.g., trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).

Ensures office activities are operational and in compliance with standards or guidelines.

Acts as liaison with local, state and federal agencies to exchange information and coordinate activities.

Responsible for screening phone calls.

Responsible for the organization and upkeep of detailed filing systems/file rooms.

Handles incoming and outgoing mail for the agency.
QUALIFICATIONS REQUIRED AT HIRE (List knowledges, skills, abilities)
Knowledge of the principles and practices of office management
Knowledge of the methods of general report writing
Knowledge of business English, punctuation, math, and spelling; modern office practices and procedures, recordkeeping methods, practices and procedures
Knowledge of departmental regulations and policies
Knowledge of the types and uses of general office equipment
Ability to work independently and to carry out assignments to completion with minimum instructions, adhere to prescribed routines and practices, maintain records, and to make reports requiring accuracy
Ability to work well with others, and to assist the public cooperatively and courteously
Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence
Ability to assemble items of information in accordance with established procedures
Ability to determine proper format and procedure for assembling items of information
Ability to maintain accurate records
Ability to deal tactfully with others

Qualifications

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.