Office Support Specialist I - Cape Cod Site Office

Description

The Cape Cod & Islands Community Mental Health Center, operated by the Department of Mental Health, at their Cape Cod and Islands Site Office in Hyannis, is seeking a talented, dynamic, self-motivated, and experienced individual who will function as an Office Support Specialist I. The incumbent will provide oversight for all office support for the Site Office and supervision to staff. The successful candidate will manage, oversee, organize, facilitate, and support the effective administrative operations and compliance with established standards of the Cape Cod and Islands Community Mental Health Center and Hyannis Site Office.

The incumbent will assist the Office Support Specialist II by maintaining all files and tracking systems/data to ensure compliance with organizational documents, drafting and sending communication, coordinating common office space, events and meetings, as needed. The selected candidate will manage, oversee, organize, facilitate and coordinate Human Resource, Information Technology, Medical Records and Procurement related responsibilities and acts as liaison between the Site Office/Center and respective departments. The incumbent will also provide guidance and on-the-job training to newly hired employees as required.

Please Note: This position is 37.5 hours per week. The selected candidate will work from 9:00 a.m. to 5:00 p.m. Monday through Friday. The days off are Sunday and Saturday. The primary location for this position will be the Cape Cod and Islands Site Office in Hyannis but travel to the Cape Cod and Islands Community Mental Health Center in Pocasset may be required, based on need.

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

• Assign and monitor responsibilities to support staff to maximize their productivity and to resolve problems within the department.

• Provide supervision and training to support staff assigned ensuring staff meetings, supervision, documentation and EPRS are completed in timely manner.

• Manage and oversee the maintenance of medical records and other various records and documents that agency must maintain in accordance to state policies.

• Provides clerical support to various center-wide committees and staff meetings by generating agendas, coordinating, providing communication and recording and typing minutes.

• Drafts communication and sends to appropriate parties as needed.

• Responsible for coordinating and maintaining EPRS process site-wide. Ensure that probationary evaluations are submitted on new hires/promotions within the determined period.

• Acts as Hiring Manager or Assistant Hiring Manager completing all tasks as required in MassCareers and for HR for hiring/onboarding process.

• Identify procurement needs and process orders, maintain inventory, process receipt and work with Business Bureau as needed.

• Acts as liaison to Information Technology (DMH IT, AIT, EOTSS, Telecom, etc.) departments for the Site.

• Handles operation and routine maintenance to copier and assists in notifying need for repair. Primary point of contact for all maintenance work required on machines, maintains supply inventory and places supply orders regularly.

• Compiles statistical information and data to be included in departmental reports.

• Answer phones in a consistently pleasant and appropriate manner and accurately assess level of need to interrupt clinicians or clients with messages, refers clients to clinicians when possible.

• Assists Office Support Specialist II with budgetary items. Assist ACCS program director with discretionary budget funds including monitoring back account, tracking and recording receipts, distributing debit and store cards.

Required Qualifications:

• Ability to multi-task and prioritize and have organizational skills.

• Ability to follow guidelines and procedures.

• Knowledge of and skilled with software applications such as desktop publishing, project management, spreadsheets and database management.

• Ability to work independently and in teams.

• The ability to supervise and assign work effectively. Including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

• Knowledge of and skilled with clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.

Preferred Qualifications:

• Experience working in a hospital/healthcare environment.
• Two years of full-time, or equivalent part-time, experience in office management, office administration, business duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, contract administration or program management.
• One years of direct supervisory experience.

DMH Vision and Mission:

The Department of Mental Health, as the State Mental Health Authority, 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. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

About the Cape Cod and the Islands Community Mental Health Center:

The CC&I CMHC provides comprehensive services to adults and children. Programs include a 16-bed acute in-patient unit, Case Management, Day Treatment Program, and Adult Community Clinical Services (ACCS). The CC&I CMHC is a Joint Commission certified facility. In all we always aspire to create an environment which promotes growth and independence for patients, families, and employee alike.

Learn more about our important work:

Pre-Hire 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 and click on "Information for Job Applicants."

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 .

For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #4.

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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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?

Title 101 CMR (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.