Office Support Specialist I

The Massachusetts Rehabilitation Commission is seeking a mission-driven, highly organized problem solver to fill the role of Office Support Specialist I. The selected candidate will support the consumer and staff related needs in the Area Office.

The Office support specialist I is responsible for providing information to the consumer, case management related duties, and answering questions to support the Unit Supervisor and QVRCs. Responsible for managing consumer related information in MRCIS, data tracking and correspondence. Provide front reception coverage, screening phone calls, greeting customers, providing self-service support, and scheduling of office space or interview rooms. Provide administrative and fiscal support as delegated by the Office Support Specialist II.

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

• Participate in regular meetings (supervision, team meetings, etc.) with Office Support Specialist II (OSS II) to exchange information, discuss new policies and procedures, and recommend solutions to mutual problems and those presented by management.
• Perform other duties as required.
• Participate in area office staff meetings conducted by Area Director (Administrator VI) on a regular basis.
• Provides exceptional customer service to those seeking or receiving services at the front receptionist area by providing information or timely access to other office staff. Provide customer service support to our self-service Kiosk and phone. Responsible for interview room scheduling, and documentation collection for the Area Office.
• Supports the Area office with scheduling of activities, usage of zoom, Microsoft Teams, and outlook calendar management.
• Support the Office Support Specialist II with any fiscal related duties as needed.
• Supports Area Office staff with administrative and consumer related needs which includes variety of administrative support services for office personnel including scanning, faxing, mailing, etc.
• Follows office procedures, fiscal operations, and internal controls. Enters data into MRCIS, Utilizes MMARS for fiscal tracking, or Commbuys to ensure policy compliance and efficient and timely delivery of services to consumers.
• Monitor case service procedures relating to administrative functions in the area office, such as, statistical record keeping and reporting.

Required Qualifications:

• Knowledge and the ability to maintain standard electronic filing systems and records.
• Ability to understand, explain and apply the laws, rules, policies, and procedures governing assigned unit activities.
• Ability to deal tactfully, maintain harmonious working relationship with others and establish rapport with persons from different ethnic, cultural and/or economic backgrounds.
• Excellent written, oral, and digital communication skills.
• Ability to think creatively, analytically, and to work proficiently
• Proficient usage of Microsoft Office products including Excel and Outlook and other software programs.
• Strong time management, planning, and organizational skills.

Preferred Qualifications:

• Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business email/letter preparation.
• Skilled in operating general office machines and equipment.

About the Massachusetts Rehabilitation Commission

The Massachusetts Rehabilitation Commission (MRC) promotes equality, empowerment and independence of individuals with disabilities. These goals are achieved through enhancing and encouraging personal choice and the right to succeed or fail in the pursuit of independence and employment in the community. The MRC provides comprehensive services to people with disabilities that maximize their quality of life and economic self-sufficiency in the community.

For more information about our agency and programs visit: www.mass.gov/mrc

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 and click on "Information for Job Applicants."

As part of the hiring process, the Office of Human Resources will be verifying any college-level degrees conferred to the selected candidate. Additionally, any licensure required for the position will be verified. Information provided as part of the hiring process 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.

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.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800-510-4122 and select option 2.

Applicants should submit a cover letter and resume for the Office Support Specialist I - Greenfield requisition.

First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements :
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.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!