Office Support Specialist I

Commonwealth of Massachusetts - Holyoke, MA3.9

Full-time$43,000 - $60,000 a year
Skills
The Department of Developmental Services (DDS) is excited to offer this excellent opportunity to a motivated and talented individual for Office Support Specialist I.

What is DDS and will you fit in here? The team at the Holyoke/Chicopee Area Office, based in Holyoke, MA, passionately serves over sixteen hundred adults and children with intellectual disability and autism over 10 cities and towns in a broad spectrum of supports. Our mission is "dedicated to creating, in partnership with others, innovative and genuine opportunities for individuals with intellectual disabilities to participate fully and meaningfully in, and contribute to, their communities as valued members.”

Are you committed to breaking down barriers and helping people realize their vision? Daily, you will support in many different ways approximately nineteen Service Coordinators, three Supervisors, a Psychologist, a Health Care Coordinator, a Clerk IV and other members of the management team at the direction of the Area Director. Each member of the team is wholly committed to work on behalf of these individuals.

Each day, you will professionally and compassionately greet individuals, guardians and vendors to the office. You will ask them to sign in, gather information as to the purpose of their visit, make them comfortable and help connect them to those they seek. Meanwhile, you will be responsible for answering phones, redirecting calls and multi-tasking other front end activities.

The Office Support Specialist I should have excellent organizational skills, work well within small teams and have some budget management ability. To that end, you will regularly be looking at our office-wide supplies and needs, and ordering and replacing as necessary and allowed. You will work with the Regional Team in the purchase of goods (paper, stamps, office supplies, furniture) needed in the office and inventorying and storing those items as necessary. You and the Clerk IV will share responsibility in the upkeep and maintenance demands of everything that makes us tick. You (with the Clerk IV) will regularly fill the copiers, printers and fax machines, manage the supply cabinet and seek out repairs as necessary. You will also interface regularly with our landlord on building related concerns, the fire department for fire alarm drills, etc. Experience in Microsoft Word, Windows, Excel and Access are necessary.

Do you love mail, are you organized? To support the Service Coordinators, you will assist in the copying and mailing of ISP’s, POC’s, Autism Waiver docs, etc. We send and receive loads of confidential mail and the Office Support Specialist (and Clerk IV) will ensure that all incoming and outgoing mail is managed efficiently and timely. Attention to detail is a must here, as we must ensure the right document gets to the right person.

As the Office Support Specialist I, your assistance in helping plan some annual events is crucial, so we hope you like organizing a few parties. The Area Office annually has an annual Citizen Advisory Board ("CAB") Legislative Breakfast that you will help organize and facilitate. Also, you will be instrumental in helping organize and manage our Annual CAB awards banquet and our Transition Fair (in partnership with others). Some of these events will require you to work a few hours late a few times per year.

An additional area where you might share some overlap with the Clerk IV is in managing the flow of Investigation documents through the office. DDS has a sophisticated system in the management of abuse and neglect allegations. As needed, you may be an integral member in the management of our investigations. To that end, you may be responsible for managing the front and back end of the investigation process. This requires having the aptitude and willingness to learn new systems like HCSIS so that you may help identify new investigations, create folders, manage the Excel tracker and send letters out as necessary. You may be asked to run other reports on a schedule or as needed on behalf of the Management Team.

Schedule: This is a Full-time, 37.5 hour position.
Monday-Friday, 9:00am - 5:00pm

Pre-Offer Process:
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.
A criminal background check (CORI) 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. In addition, Chapter 234 of the Acts of 2014, An Act Requiring National Background Checks, requires the Department of Developmental Services to conduct fingerprint-based check of the state and national criminal history databases on the recommended candidate. For more information, please visit:

http://www.mass.gov/hhs/cori

http://www.mass.gov/eohhs/gov/departments/dds/fingerprint-background-checks.html

If you have any questions or concerns please contact the Human Resources Customer Service line at 800-627-7730.

Qualifications

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.