Office Support Specialist II

Commonwealth of Massachusetts - Worcester, MA

Full-time | Part-time
The Worcester Recovery Center and Hospital is seeking an Office Support Specialist II. The OSS II provides necessary administrative support to the Hospital Administration office, including support to the Assistant COO for Operations and the Assistant COO for Compliance. In addition, provides supervision to other admin staff, takes meeting minutes at several committee meetings, oversees the coordination of office activities, meetings and large conferences/events. This person will demonstrate a high degree of discretion and sensitivity with confidential information, be highly organized and detail-oriented, possess superb oral and written communication skills, be able to multi-task, have supervisory experience and work as a key team member within the Hospital Administration office. Detailed duties include:

Provides administrative support to the Hospital Administration Office, including ACOO’s of Operations and Compliance.

Ability to exercise discretion in handling confidential information.

Is proficient in the Use of Excel, Power Point and Access to develop pie charts, spreadsheets, data bases.

Compiles data and completes reports related to patient attendance at various programs.

Supervises clerical staff for core depts.

Composes letters, emails, reports, financial and budgetary forms, and develop record keeping systems for the office.

Assists with all tasks related to Joint Commission Compliance.

Processes training registration and payment information by working closely with outside vendors and the budget office.

Manages Conference room reservations, books and forms.

Uses Mass Careers to create requisitions for hire/posting, review candidates, arrange interviews, submits all necessary forms through Mass Careers to complete hiring process

Acts as liaison between hospital staff and the budget and finance office.

Maintains calendars, books meetings, trainings, etc. for both ACOO’s

Schedules and attends meetings and records minutes.

Ensures the Daily Clinical book is up-to-date.

Prints out daily medical appointment list from the MHIS system

Checks all medical appointments and books ER visits in the MHIS record

Maintains electronic meeting and event calendars.

Uses computer software or databases to prepare reports and compile data.

Creates and maintains database and spreadsheet files.

Uses Access data base to process canteen vouchers.

Submits all Travel/Employee Reimbursements monthly. Records all information in the Budget data base

Distributes, collects, tracks and submits quarterly time studies for professional licensed staff

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.

Provides all other duties as necessary and assigned.

Provides backup to the Office of the CEO and COO.

This position is 37.5 hours. The schedule is 9:00 a.m. to 5:00 p.m. Monday through Friday with Saturday/Sunday off.

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.

Bilingual or multilingual fluency. Candidates must be able to read, write and otherwise communicate in English. ASL preferred.

Located on over 100 acres in Worcester, Massachusetts, Worcester Recovery Center and Hospital (WRCH) is part of an integrated network of effective, efficient and culturally competent mental health services. It provides intermediate and long-term inpatient care for individuals with serious and persistent mental illness who live in Massachusetts, as well as individuals requiring specialized court ordered evaluations.

WRCH provides inpatient services to 260 inpatient adults, inclusive of a Deaf Inpatient Mental Health Service; 30 inpatient adolescents and 30 residential adolescents, in either an Intensive Residential Treatment Program (IRTP) or a Behavioral Intensive Residential Treatment Program (BIRT).

For additional information, please call Melissa Herron in Human Resources at (508) 368-3379.

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.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Official Title: Office Support Specialist II
Primary Location: United States-Massachusetts-Worcester - 309 Belmont Street
Job: Administrative Services
Agency: Department of Mental Health
Schedule: Full-time
Shift: Day
Job Posting: May 1, 2019, 2:02:17 PM
Number of Openings: 1
Salary: 49,798.06 - 70,454.54 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Joy Connell - 617-626-8133
Bargaining Unit: 01-NAGE - Clerical/Administrative
Confidential: No