Office Support Specialist Ii

The Department of Mental Health (DMH) is seeking a motivated Office Support Specialist II to join our Administrative Services Team for the Metro Boston Area Office. The selected candidate will be responsible for providing exceptional administrative support for the DMH Metro Boston Area Office and Service Authorization Units.

Please note: This is a full-time, 37.5 hours position, with Saturday and Sunday off.

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

• Responds to inquiries to the Boston Area / Child Youth Family Service Authorization Units by answering the telephone, providing information concerning the Unit’s activities, interpreting eligibility status requests for past, current, and perspective clients, forwarding calls and inquiries to appropriate personnel for further response, when indicated, to promote prompt and helpful response to persons calling for assistance
• Manages Service Authorization Unit National Voters Registration Act (NVRA) activities, mailing registration forms to service applicants, forwarding registration forms to appropriate Election Offices, and recording data in accordance to law
• Performs diversified tasks, as required in the scope of administrative duties such as fielding basic computer and assorted application troubleshooting requests
• Maintains file systems for the MBAO and CYF Service Authorization Unit applications, 688 applications, and Area of Responsibilities forms (AORs)
• Serves as full backup for the Office Support Specialist I
• Performs related duties as assigned
• Requests clinical/medical records from various sources by composing and/or preparing correspondence to obtain supporting documentation to facilitate review of applications by Service Authorization Staff. Follows up on all records requests
• Responsible to manage the daily mail for Services Authorization Unit
• Enters demographic information from eligibility applications into the MHIS system, as well as other databases identified by the MBAO and CYF Service Authorization Staff, within several days of receipt, to ensure a tracking method and timely distribution of applications to the Service Authorization Staff. Maintains statistics on applications and prepares appropriate reports for Director of Unit. Flags applications as appropriate type for Unit Director, gathers information regarding Area of Tie and forwards misdirected applications as necessary. Creates correspondence regarding status of application such as denials, requests for face to face meetings, and application withdrawal notices
• Provides and coordinates administrative support for the Metro Boston Area Office and Service Authorization Units
• Train and supervise lower-level subordinates by assigning work and conducting performance reviews
• Assigns service authorization applications to staff based on type of application
• Orders supplies for the Services Authorization Unit by maintaining inventory and submitting regular requests
• Assists with the coordination of the department’s program activities (e.g., trainings, seminars, teleconferences, employee recognition activities, recruitment, and retention efforts)
• Maintains various databases including the 688, Area of Responsibility, and other databases as identified by the MBAO and CYF Directors of the Service Authorization staff. Prepares reports as requested by the Unit Director and Area Office staff
• Responsible for disposition of MBAO and CYF records according to Massachusetts record retention protocols

Required Qualifications:

• Ability to use proper grammar, punctuation, and spelling.
• Organizational skills.
• Ability to work independently and in teams.
• Ability to assist customers of diverse backgrounds.
• Ability to follow guidelines and procedures.
• Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.
• Knowledge of software applications such as desktop publishing, project management, spreadsheets, and database management.
• Ability to exercise discretion in handling confidential information
• Ability to multi-task and prioritize.
• Ability to prepare documents and reports accurately.
• Ability to communicate effectively and make recommendations
• Based on assignment, the ability to supervise and assign work effectively.

Preferred Qualifications:

• Given the population served, bilingual or multilingual fluency.

DMH Mission Statement:

The Department of Mental Health assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research.

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

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 Ext. #2

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

MINIMUM ENTRANCE REQUIREMENTS:

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.

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!