Office Support Specialist I - Westborough

The Department of Mental Health (DMH), Central Mass Area is seeking a detail-oriented and organized individual with a strong commitment to customer service to provide administrative support to the Westborough Site Case Management Office under the direction of the site director.

Please note: This position is 37.5 hours/week, Monday through Friday 9:00 a.m. - 5:00 p.m. with Saturday and Sunday off. 

Duties and Responsibilities (These duties and responsibilities are not all inclusive) 

• Provides primary administrative support to case management compiling reports and spreadsheets, makes and receives telephone calls; type correspondence; reports, etc.

• Serves as administrative liaison between the site office and the general public.

• Works with Deaf Supervisor on outreaching and coordinating services to enhance opportunities for Deaf persons served

• Provide support with scheduling Interpreters for Deaf and Hard of Hearing staff

• Collaborate with the CMA Budget and Accounts Department and orders supplies for Deaf and Hard of Hearing specific needs.

• Schedule Zoom meetings for all meetings related to Deaf Services Area Wide 

• Ensures overall maintenance and organization of Record Room and filing of medical records.

• Provides daily operation of the clerical component of the office, including the phones, reception area and workflow.

• Enters data information and reporting from Mental Health Information Systems (MHIS), entering required data input and export data.

• Responds to informational requests from Central/Area DMH Office as directed by the Site Director; follow up on information that is not received by required date, to meet required deadlines; liaison to staff development for tracking of staff trainings.

• Oversees the quality assurance process for case manager record reviews; maintains listing of client records to be reviewed; follow up with billing error reporting; provide detailed information to the Site Director.

• Maintains confidentiality, HIPAA, and professionalism regarding information and materials handled.

• Processes paperwork as needed for personnel changes/onboarding/termination.

• Monitors office inventory and order supplies.

• Participates in the Request for Response (RFR) procurement process.

• Assists the Site Director in the recruitment, orientation and organization of Community Conversation meeting(s).

• Provides case management department with needed information from tracking and filing systems as required.

• Attends weekly staff and Service Team meetings and other meetings as required. Take the minutes, type and distribute in a timely fashion.

• Supports authorization services by preparing referrals as requested for Service Team.

• Provides local liaison coordination to technical support for staff on computer systems; includes required forms and documentation.

 Required Qualifications:

• Proficiency with Microsoft Office software
• Solid written and verbal communication skills
• Ability to create, format, and edit documents and spreadsheets
• Ability to establish rapport with persons from different ethnic, cultural and/or economic backgrounds and interact professionally with others.
• Knowledge and experience with general office equipment
• Ability to exercise discretion in handling confidential information
• Ability to work in a team setting and independently.

 Preferred Qualifications:

• Knowledge of Deaf culture and the Deaf community.

• Bilingual or multilingual fluency in languages - ASL highly preferred
• Familiarity with behavioral health conditions

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-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 Records Law and may be published on the Commonwealth’s website.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Human Resources at (800) 510-4122, Option 4.

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? Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“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.

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.