Office Support Specialist II

Dr. Solomon Carter Fuller MHC is looking for a talented Office Support Specialist II.

The Dr. Solomon Carter Mental Health Center is seeking an experienced and motivated Office Support Specialist II. The selected candidate will perform routine and complex administrative secretarial and clerical duties to support the Dr. Solomon Carter Fuller MHC Social Work Department, including admissions, discharge, and forensic liaison functions. The duties consist of complex and varied coordination, data management, tracking composing of reports including graphs and word processing tasks in addition to more routine clerical and secretarial duties. Performs routine and complex administrative secretarial and clerical duties to support the Dr. Solomon Carter Fuller MHC Social Work Department, including admissions, discharge, and forensic liaison functions. The duties consist of complex and varied coordination, data management, tracking composing of reports including graphs and word processing tasks in addition to more routine clerical and secretarial duties.

Please Note: This is a full time 37.5-hour position Monday through Friday 8:00am-4:00pm, with Saturday and Sunday off.

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

· Performs data entry and maintenance of established information systems for the Social Work Department and Forensic Liaison utilizing MS word, Excel, Access, Power Point and MHIS.

· Completes entry in facility and Department of Mental Health Data bases for tracking of admission and discharge patients.

· Facilitates the admissions intake process through telephone support, distribution of information re: expected admissions, faxing information, and maintenance of information.

· Ensures legal information faxed to the facility by Court clinicians or Court clerks is distributed within the facility appropriately including to legal liaison and patient medical record.

· Compiles Universal Referral Packages and Intrahospital Transfer packages by copying reports from Medical Record, accessing Meditech MHIS and printing out reports. Distribute referral packages to community, hospital and next level of care providers.

· Answers the telephone in timely and polite manner, forwards calls to appropriate personnel, takes telephone messages and provides general information to the public or refers to appropriate department.

· Take minutes of Social Work Department Meeting (weekly), Milieu Leadership (Bimonthly) and SCF Area Census Meeting (monthly). Copies and distributes minutes to attendees.

· Assist in the development of computer-based forms (Word, Excel, Access, etc.)

· Provides support and assistance to staff in Word and database management.

· Performs miscellaneous clerical work such as office filing, preparing mailings, shredding, operating a copier and / or facsimile machine, schedules rooms for meetings and other duties as assigned by supervisor.

· Tracks the completion of annual human resource documentation requirements for members of the Social Work Department including maintaining files of completed trainings and policy review documentation and distributing these files to Human Resources per established time frames.

· Supports clinical staff through scheduling meetings including discharge planning meetings, clinical and coordination of care meetings, distributes notices and agenda to meeting members prior to the meeting.

· Collects information on anticipated discharges weekly, distributes information to appropriate staff.

Required Qualifications:

· Ability to follow written and oral instructions.

· Work in a team setting and in group situations.

· Ability to communicate effectively in oral expression.

Preferred Qualifications:

· Knowledge of the principles and practices of office management.

· Use of general office equipment.

· Experience with the Self-Service Time and Attendance program.

· Ability to maintain accurate records.

· Knowledge and experience with the Mass Careers hiring program.

· Establish rapport and maintain harmonious working relationships with people from varied ethnic, cultural, and / or economic backgrounds.

· Given the served population, bilingual or multilingual fluency

Agency Mission:

The Dr. Solomon Carter Fuller Mental health Center, (Fuller) 60 bed inpatient psychiatric facility provides comprehensive, information and timely forensic evaluations for individuals to determine pre-trial competency and or criminal responsibility. We also provide quality, integrated care to support an individual’s recovery process through ongoing psychiatric treatment and care.

We envision an environment that is committed to preventing restraint and seclusion in which leadership and staff model compassion, caring, and hope.

An environment where individual strengths are recognized and these strengths are utilized to foster hope, facilitate self-determination, and promote physical health and well-being so the individual can become more resilient, forge lasting community alliances and support to live a fulfilling life.

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.
 

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 the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. 4.

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. 

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.

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