Office Support Specialist II

State Of Massachusetts Marlborough , MA 01752

Posted 3 months ago

The Department of Public Health (DPH) is seeking a dynamic, detail-oriented individual to support the day to day operation of the Division of Health Care Facility Licensure and Certification in its Marlboro office. The Office Support Specialist II will enhance the effective operation of the Division through administrative support to the Office of the Director, preparing reports, responding to requests for information, tracking pending projects and tasks, and responding to routine inquiries regarding Division activities, including public records requests. The incumbent will assist with the in-processing of new staff and out-processing of departing staff.

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

  • Provides administrative and technical support to the Office of the Director of the Division of Health Care Facility Licensure and Certification.

  • Assists Division managers and supervisors in the hiring of new staff through preparation of materials for posting, scheduling of interviews, and hiring packets.

  • Assists Division managers and supervisors in the in-processing and training of new staff, and the out-processing of staff leaving the Division.

  • Identifies needs and resolves problems in the Division's office space to maintain a supportive workplace environment for Division staff.

  • Coordinates with the Division's Licensure, Survey Operations and Complaints Processing Units Coordinators to maintain the operational status of office equipment.

Preferred Qualifications:

  • Capacity to maintain systems to facilitate workflow; demonstrated skills prioritizing and organizing workload.

  • Record of demonstrating strong customer service through a positive attitude and approachability, with the skill in supporting staff and assisting customers of diverse backgrounds.

  • Skilled in problem solving, adapting to changing situations.

  • Ability to multi-task, work under pressure and perform a variety of tasks in a fast-paced, deadline driven environment.

  • Ability to handle sensitive materials and work in a professional and courteous manner.

Required Qualifications:

  • Ability to communicate effectively.

  • Ability to write concisely, express thought clearly and develop ideas in a logical sequence.

  • Ability to use proper grammar, punctuation and spelling.

  • Ability to prepare documents and reports accurately.

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

About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

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 premium

  • Reasonable Dental and Vision Plans

  • Flexible Spending Account and Dependent Care Assistance programs

  • Low cost basic and optional life insurance

  • 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

  • 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 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 Record Law and may be published on the Commonwealth's website.

For questions, please contact Health Human Resources at 1-800-850-6968.

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 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.

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


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Office Support Specialist II

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