Job Description

　　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 for the Nursing Department. The selected candidate performs administrative support functions for clinical department heads, prepares and analyzes correspondence, reports and other materials as needed. Takes meeting minutes and arrange meeting with internal and external contacts, independently respond to inquiries, assist in various office programs and perform related work as required. Pay attention to detail, have the ability to multi-task, and provide verbal and written communication effectively.

　　Please Note: This is a full-time, 37.5 hour position working Monday- Friday 9 AM- 5 PM with Saturday/Sunday as days off.

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

　　Provides administrative support to assigned personnel.Opens and stamps mail for dept. heads and picks up and set up mail slots for department staff.Track time off requests keep staff schedules and inform switchboard of absences.Schedules and attends meetings, takes minutes and post on shared drive.Conducts research.Maintains electronic meeting and event calendars, organizes outlook calendar and maintains department head schedule.Uses computer software or databases to prepare reports and compile data. Under supervision of OSS II, track credentials, review data to ensure files are complete.Creates and maintains database and spreadsheet files. Keeps spreadsheet of interns and student's information, ie. timeframe they are here, ensure contract is on file, etc.Responds to inquiries and provides information to internal and external contacts.Coordinates unit or department programs and activities (e.g. trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).Ensures office activities are operational and in compliance with standards or guidelines.Track EPRS, mandatory trainings to ensure required deadlines are met.Maintain electronic files in the shared drive to ensure that dept. folders are organized, easily accessible, kept current.Learn duties of other administrative support staff and provide back up as necessary.Maintains department head's paper files, in/out box and related organization of paper-based documents/resources.Coordinates referrals for services/programs together with associated communications.Provides infrastructure support and coordination to assigned treatment/intervention programs by managing related PHI, documents, resources, communication.Establishes and maintains systems for collecting and disseminating identified patient information including audit of certain MHIS data.

　　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.Familiarity with software applications such as desktop publishing, spreadsheets, and database management.Ability to write clearly and concisely and maintain accurate records.Capacity to exercise discretion in handling confidential information.Ability to assist customers of diverse backgrounds.Ability to work independently and in teams.Based on assignment, the ability to supervise and assign work effectively.

　　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: https://www.mass.gov/locations/worcester-recovery-center-and-hospital-wrch

　　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!

　　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-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 Reasonable Accommodation Online Request Form

　　For questions, please contact Shannon Biron, Human Resources, at 508-368-3408.

　　Qualifications

　　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!

　　COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.

　　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.