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State of Massachusetts Office Support Specialist in Boston, Massachusetts

The Massachusetts Department of Public Health (DPH) and the Bureau of Health Profession Licensure (BHPL) is seeking a dynamic individual to provide administrative support to the Substance Abuse Rehabilitation Program (SARP) and Substance Abuse Rehabilitation Evaluation Committee (SAREC). The incumbent will provide administrative support to the unit including but not limited to, answering phone calls, file assembly, record keeping, scheduling meetings and maintaining hardcopy and electronic databases. /_TO APPLY:_/ Please upload Resume for this position when applying. /_Duties and Responsibilities (these duties are a general summary and not all inclusive):_/ * Performs overall office support activities, including but not limited to: note taking, document coordination, event/room scheduling, and answering incoming phone and emails * Responds to routine inquiries relative to SARP regulations and policies and monitors participants’ for compliance * Assists with daily service requests including photocopies, filing, collating documents, and stapling * Prepares orientation packets for admission into SARP and for new SAREC members * Receives, reviews, proofreads, and determines the most effective and efficient methods for accomplishing all incoming work * Inspects incoming documents/files as well as other correspondence in order to determine how and where they should be distributed or filed * Generates presentations, reports, charts, graphs, and tables to be used in all SARP and SAREC activities * Provides support for Board committees, subcommittees and task forces as assigned * Drafts and transcribes meeting minutes and memos for SAREC meetings and Board of Registration in Nursing * Inputs data into nursing electronic repository and organizes voluminous SARP related records * Processes licensure status changes in BPHL licensure database /_Required Qualifications:_/ * Superb attention to detail and accuracy, including the use of proper grammar, punctuation, spelling, data and numbers * Capability to work on, and prioritize multiple projects simultaneously and meet tight deadlines in a fast paced environment * Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff /_Preferred Qualifications:_/ * Knowledge of administrative office practices and procedures including office filing, typing and uses of office equipment and supplies, business letter and report preparation, etc * Capacity to maintain systems to facilitate workflow; demonstrated skills prioritizing and organizing workload * Record of demonstrating strong customer service through a positive attitude of approachability, adaptability, problem solving, desire to support staff and assist customers of diverse backgrounds * Demonstrated ability to multi-task, work under pressure and perform a variety of tasks in a fast-paced, deadline driven environment * Ability to handle confidential materials and work in a professional and courteous manner * Proficient use of Microsoft Office products such as Word, Excel, Outlook and PowerPoint /_About the Bureau of Health Professions Licensure (BHPL):_/ We oversee and support the Drug Control Program and 10 boards of registration and certification in health professions. We assess the qualifications of applicants for health care professional licensure, registration, and certification. Standard rules and regulations set by the boards ensure the integrity and competence of all health care professionals in Massachusetts, and promote public health, wellness, and safety. Learn more about our important work at:Bureau of Health Professions Licensure (BHPL) _DPH Mission Statement:_ 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 * 12 paid holidays per year and competitive Sick, Vacation and Personal Time * Tuition Benefit 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 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. For questions regarding this requisition, please contact Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #2 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. An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. Job: Administrative Services* *Organization: Department of Public Health *Title: *Office Support Specialist Location: Massachusetts-Boston-239 Causeway Street Requisition ID: 21000543