Office Support Specialist II

Office Support Specialist II Location Worcester, MA :

The Worcester Recovery Center and Hospital (WRCH) operated by the Massachusetts Department of Mental Health (DMH) is seeking a dynamic administrative professional to provide clerical support functions to the Hospital Administration Department. The selected candidate prepares and analyzes correspondence, reports and other materials as needed; arranges meetings with internal and external contacts; attends a number of executive level meetings and takes detailed and accurate minutes; responds to inquiries and assists in various office programs and perform related work as required. The Office Support Specialist must be organized and have meticulous attention to detail, with an ability to multi-task.

Please Note: This is a full-time position. The incumbent will work Monday through Friday, 9:00 AM to 5:00 PM with Saturday and Sunday as days off.

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

• Provides administrative support to the Hospital Administration Office by working closely with the Assistant COO for Compliance, Assistant COO for Operations, and departments under the direction of the COO and CEO.
• Processes training registration and payment information by working closely with department heads, outside vendors and the budget office.
• Submits all travel/employee reimbursements monthly and records all information int the budget database.
• Prepares monthly patient appointment report by gathering information in MHIS and submitting to budget office.
• Processes Purchase Orders for various department heads.
• Distributes, collects, tracks and submits quarterly time studies for professional licensed staff.
• Collaborates with department heads in identifying those staff that are not in compliance with mandated testing and provides report to the CEO's office.
• Manages room reservations and processes related requests such as AV equipment, refreshments, etc.
• Schedules and attends meetings and records minutes to QMPCA, Environment of Care and other meetings as requested.
• Manages job requisitions for hire/posting, reviews candidates, arranges interviews, submits all necessary forms to complete the hiring process.
• Understands duties of other administrative support staff and provides back up as necessary; supervises other clerical staff as needed.

Required Qualifications:

• Knowledge of the English language and ability to follow and provide both written and oral instructions and reports.
• Talent for establishing and maintaining harmonious working relationships and deal tactfully with others.
• Ability to write clearly and concisely and maintain accurate records.
• Capacity to exercise discretion in handling confidential information.

Preferred Qualifications:

• Ability to perform a variety of job tasks simultaneously, and flexible to changing priorities and demands.
• Strong communications and interpersonal skills.
• Solid workload management and problem-solving skills; capacity to balance workload.
• Passion for embracing diversity as a strategic advantage.
• Skilled in exercising a high degree of initiative, judgement, discretion, and decision making to achieve objectives.
• Thoroughness, independence, and excellent written and oral communication skills.
• Proficient usage of Microsoft Office products including Word, Teams, PowerPoint and Outlook.
• Given the population served, bilingual or multilingual fluency.

About Worcester Recovery Center and Hospital (WRCH):

Located on over 20 acres in Worcester, Massachusetts, Worcester Recovery Center and Hospital (WRCH) is part of an integrated network of effective, efficient, and culturally competent mental health services. It provides intermediate and long-term inpatient care for individuals with serious and persistent mental illness who live in Massachusetts, as well as individuals requiring specialized court ordered evaluations.

WRCH provides inpatient services to 290 adults and 30 adolescents, inclusive of a Deaf Inpatient Mental Health Service program for 10 patients.

Learn more about WRCH:

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.

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

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.

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 Reasonable Accommodation Online Request Form.

For questions regarding this requisition, please contact Human Resources at 1-800-510-4122 EXT 4.

Qualifications

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.

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. If you decline to vaccinate you will be required to take mitigation measures mandated by the Executive Office of Health and Human Services (EOHHS) that are consistent with guidance from the Department of Public Health. Failure to take those mitigation measures, including masking, could lead to discipline, up to and including termination.

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.

Official Title : Office Support Specialist II Primary Location : United States-Massachusetts-Worcester - 309 Belmont Street Job : Administrative Services Agency : Department of Mental Health Schedule : Full-time Shift : Day Job Posting : Mar 26, 2024, 11:48:20 AM Number of Openings : 1 Salary : 58,587.36 - 83,686.72 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : William Herbert - [email protected] - 6173488473 Bargaining Unit : 01-NAGE - Clerical/Administrative Confidential : No Potentially Eligible for a Hybrid Work Schedule : No