Clerk IV

State Of Massachusetts Salem , MA 01970

Posted 2 months ago

The Department of Mental Health is seeking a dynamic and energetic individual to perform clerical and administrative functions within the North Shore Site Office. The selected candidate must be flexible, dependable, and interact well with professional staff, clerical support staff and patients.

Please Note: This position is full time, 37.5 hours per week. Days off are Saturday and Sunday

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

  • Receives visitors and answers telephone; provides general information to callers.

  • Perform clerical duties including but not limited to copying, faxing, scanning.

  • Must possess the ability to transcribe material of more than ordinary difficulty by typing from rough draft or dictation, letters, memoranda, reporting forms, agenda, fiscal data, charts and other materials; electronic client records data entry.

  • Acts as primary back up support to the Administrative Assistant, ensuring all functions of the office are maintained.

  • Enters from Inform Reports into Mental Health Information Sysem (MHIS), tracking for accuracy. Generates reports from Inform and MHIS for Site Director and Supervisors as required.

  • Completes Service Authorization forms with medical record numbers from MHIS; distributes accordingly.

  • Sends out letters for case managers requesting mental health assessments, physicals, and/or HIV/AIDS assessments.

  • Assist case managers with correspondences involving individual assessment profiles, comprehensive assessments, mental health assessments, physicals, and/or HIV/AIDS assessments as needed maintains files and tracks responses to letters as needed.

  • Records, types and distributes minutes of site based meetings.

  • Files information and documentation as needed; prepares mailings.

Required Qualifications:

  • Possess experience using Microsoft Word, Excel, Access, and Outlook.

  • Ability to work in a fast paced environment and prioritize duties independently.

  • Full knowledge of operating standard office equipment.

  • Ability to maintain a high degree of confidentiality.

Preferred Qualifications:

  • Excellent Organizational skills

  • Demonstrate resourcefulness and attention to detail

  • Ability to prioritize and handle multiple tasks

  • Excellent communication and interpersonal skills

  • 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.

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 overall compensation, including:

  • 75% state paid medical insurance

  • Reasonable Dental and Vision Plans

  • Flexible Spending Account and Dependent Care Assistance programs

  • Low cost basic and optional life insurance

  • State Employees' Pension and a Deferred Compensation plan

  • 11 paid holidays per year

  • Competitive Sick, Vacation and Personal Time

  • Tuition Benefit for employee and spouse at state colleges and universities

  • Short Term Disability and Extended Illness program participation options

  • Incentive-based Wellness Programs

  • Professional Development and Continuing Education opportunities

  • Qualified Employer for Public Service Student Loan Forgiveness Program

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

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.

For question regarding this position please contact Carol Duggan at or call Human Resources at 978-851-7321

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

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) and equivalent combination of the required experience and the substitutions below:

I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. *

II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. *

III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. *

IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience.*

  • Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

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

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Clerk IV

State Of Massachusetts