Office Support Specialist

Human Resources Division - Boston, MA4.1

Full-time | Part-time$46,000 - $64,000 a year
EducationSkillsBenefits
Human Resources Division (HRD)

Office Support Specialist

The Commonwealth of Massachusetts Executive Branch is one of the state's largest employers with over 43,000 employees that span 9 Secretariats and more than 70 agencies. The Commonwealth hires employees in all possible types of roles in a vast array of sectors including healthcare, transportation, education, public safety and technology. We are a diverse workforce that reflects the diverse population that we serve.

The mission of the Human Resources Division (HRD) is to attract, develop and retain a high performing workforce in order to ensure the delivery of constituent services across the Commonwealth. Presently, HRD is in the process of transforming its HR service delivery platform to improve the effectiveness of its service to recruit, develop, and retain top talent as well as to manage operations in a more streamlined and efficient manner. Through the transformation, HR will establish its capacity to act as an innovative business partner, known for strategic talent management in areas of workforce planning, recruitment, competency-based training and employee retention.

Position Overview:
The Human Resources Division (HRD) is an agency within the Executive Office for Administration and Finance. HRD provides support in all matters relating to the Commonwealth's classification, compensation, benefits, recruitment, training & employee development, civil rights and collective bargaining programs. This position is located in the Legal Department of HRD. The Legal Unit of HRD represents State Agencies in litigation before the Department of Labor Relations, Civil Service Commission, MCAD and Labor Arbitrators. In addition, the Legal Unit provides legal advice, civil service guidance, training, policy guidance, and technical assistance to state agencies and municipalities. Candidate will provide general administrative support to professional staff of attorneys; will create case files and enter information into a database; maintain office equipment and order supplies; distribute mail, scan and file case files and will perform other duties as assigned.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

Provides overall office support
Provides administrative support to assigned personnel
Manages electronic files and databases for litigation case management
Uses computer software or databases to prepare reports and compile data
Creates and maintains database and spreadsheet files
Receives phone calls, responds to inquiries and provides information to internal and external contacts
Handles information confidentially
Schedules and attends meetings
Tracks activities and timelines
Ensures timely follow-up
Maintains electronic meeting and event calendars
Assists with photocopying, scanning and maintaining files.
Coordinates unit or department programs and activities (e.g., trainings, seminars, teleconferences, employee recognition activities, and recruitment and retention efforts).

Qualifications:
Minimum Entrance Requirements

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.

Preferred Qualifications

Prior Legal office experience.
Experience with Microsoft Office Products such as PowerPoint, Word, Access and Excel
Knowledge of clerical office practices and procedure and use of office equipment
Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff.

How to Apply:
Interested candidates can learn more about the HRD at https://www.mass.gov/orgs/human-resources. Applications will only be accepted through the Commonwealth’s online application system, MassCareers. Cover letters and resumes will be accepted when they are attached to an online application/profile. The Human Resources Division cannot accept or consider applications that are mailed, emailed, faxed, or dropped off at our office. This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Please note 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.

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

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Miles Walters (617) 878-9700

Total Compensation:
As an employee of the Commonwealth of Massachusetts you are offered a great career opportunity influencing a wide-spectrum of services to the diverse populations we serve -but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits which you should consider towards your total compensation, including:

75% state paid medical insurance premium
Flexible Spending Account and Dependent Care Assistance programs
Low cost basic and optional life insurance as well as long term disability (LTD)
Employee Assistance Program (Mass4You)
Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
11 paid holidays per year and competitive Sick, Vacation and Personal Time
Tuition Remission for employee and spouse at state colleges and universities
Extended Illness program participation options
The Office Support Specialist I position salary range is $45,858.28 to $64,092.86; salary is determined in accordance with the Human Resources Division’s Recruiting Guidelines.

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.

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

Official Title: Office Support Specialist I
Primary Location: United States-Massachusetts-Boston-100 Cambridge Street
Job: Administrative Services
Agency: Human Resources Division
Schedule: Full-time
Shift: Day
Job Posting: Aug 15, 2019, 3:01:27 PM
Number of Openings: 1
Salary: 45,858.28 - 64,092.86 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Miles Walters - 617-878-9700
Bargaining Unit: 01-NAGE - Clerical/Administrative
Confidential: Yes