Regional Wavier Office Support - Worcester

The Massachusetts Rehabilitation Commission (MRC) seeks an organized, diligent, hardworking Office Support Specialist I. As an Office Support Specialist I, you will provide administrative support by coordinating and monitoring office-related functions and activities to ensure efficient program operations and compliance with established standards. You will maintain office files and related records and perform overall office support activities, including but not limited to meeting minutes, document coordination, event/room scheduling, and answering incoming phone, emails, and eFax. Wearing many hats, you will respond to inquiries, provide information to internal and external contacts, ensure accuracy when filing into multiple systems including participant folders, and monitor consumer data for withdrawals, deaths, and dis-enrollments.

MRC is a learning and participatory performance culture with an emphasis on high-performance teams, individual performance/contribution/impact, and engaging in activities to promote and support a program/division/agency (e.g., committee membership, Roadmap workgroup membership, presenting at Town Halls, achieving learning and performance goals). MRC is an agency committed to diversity, equity, inclusion and racial equity, innovation and transformation, and change, and creating a culture of agility, excellence, and belonging.

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

• Maintain and update participant files in appropriate databases.

• Analyze correspondence and distribute it as appropriate.

• Follow office procedures and internal controls when performing other administrative support tasks.

• Open, scan, and distribute departmental mail to all staff.

• Review employee travel expense vouchers in accordance with state and federal regulations.

• Maintain electronic copies of each employee's Google Maps and monthly travel voucher submissions and send out monthly reminders to staff on the submission of travel.

• Maintain area office supplies, process payment for office supplies, and document shredding services for the area office.

• Maintain updated office inventory and ongoing functionality of related office equipment and points of contact for additional support.

• Submit and follow up on provider referrals for services as needed.

• Participate in program staff meetings conducted regularly and support the program with scheduling activities using Zoom, Microsoft Teams, and Outlook calendar management.

• Respond to program inquiries and provide routine information and support as requested.

• For staff assigned to EHS centers, participate in EHS Center Administrative Meetings as needed.

• Support the Office Support Specialist II (Transitional Assistance Specialist) with any fiscal-related duties as needed.

Required Qualifications:

• Passionate about helping staff perform their best while anticipating needs.

• Ability to read, understand, and apply established policies and procedures.

• Ability to read, write, and comprehend the English language to follow written and oral instructions.

• Proficient with the technology required for the job, including technology critical for remote work (e.g., Zoom, Outlook calendar, Teams, etc.).

• Ability to work independently and in teams.

• Strong time management, planning, and organizational skills.

• Proficient use of Microsoft Office products such as Word, Excel, Outlook, and PowerPoint.

• Knowledge and the ability to maintain standard electronic filing systems and records.

• Exceptional interpersonal and communication skills.

• Ability to establish and maintain harmonious working relationships and deal tactfully with others.

• Demonstrated experience in 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.

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

• Ability to work independently and to take initiative to accomplish assigned tasks accurately and by established deadlines.

• Capacity to determine the proper format and procedure for assembling items of information.

• Record of demonstrating strong customer service through a positive attitude of approachability, adaptability, problem-solving, and desire to support staff and assist consumers of diverse backgrounds.

Note: This position is located in Worcester.

Preferred Qualifications:

• Knowledge of the laws, rules, policies, and procedures governing assigned unit activities.

• Knowledge of the types and uses of agency forms, software platforms, and systems.

• Knowledge of the proper telephone procedures for making and receiving agency calls.

• Knowledge of the types and applications of standard electronic filing systems.

• 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 letter preparation.

• Skill in operating general office machines and equipment such as computers or multifunction copiers/scanners.

• Knowledge of the principles, practices, and techniques of supervision.

Agency Mission:

MRC provides services that break down barriers and empower people with disabilities to live life on their own terms. Our programs focus on vocational rehabilitation, community living, and disability determination for federal benefit programs. We are change agents and community builders. And we put the people we serve at the heart of everything we do. We envision a Commonwealth that is open to all, where everyone can seize their true potential and contribute fully to our communities and the world. Together with stakeholders, partners, and allies, MRC collaborates, problem-solves, and innovates to bring about a better Massachusetts for everyone-one that is truly equitable, accessible, and inclusive.

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

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 ADA Reasonable Accommodation Request Form

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

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

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.

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!

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

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.