Regional Clinical Office Support Specialist I

The Office Support Specialist in the Southeast Region will be responsible for the administrative support for the Emergency Stabilization State Op and the Regional Medication Management Clinics under the direction and supervision of the Regional Clinical Director and the Stabilization State Op Manager. Job Responsibilities: (these are a general summary and not all inclusive) Provides administrative support to the Regional Clinical Director, The Emergency State Op Program Manager and the Emergency State Op staff to ensure that office activities are operational, and in compliance with standards and/ or guidelines. Monitors, tracks, and order office supplies as needed. Acts as a liaison for the Medication Management Clinics, scheduling appointments, sending reminder notifications and virtual links, updating changes to the schedule for the practitioner and Regional Clinical Director, and sharing information from appointment with the appropriate team members. Acts as a liaison for the Stabilization State Op Program, coordinating the referral process by ensuring all paperwork for referrals are submitted and requesting any missing documents, maintaining the admissions schedule with the Stabilization State Op Manager, scheduling meetings as needed and tracking the dates of meetings, and performing all related data entry into the appropriate database. Schedules meetings for the Stabilization State Op Manager and the Regional Clinical Director as required. Responds to written and phone inquiries, providing information to internal and external contacts such as families, clinicians, area office staff, and residential providers. Uses computer software/ databases to prepare reports and compile data. Responsible for the administrative support duties such as answering the phone, drafting and analyzing correspondence, responding to inquiries, filing and data management, and faxing/coping/scanning documents. Performs related work as assigned. Preferred Qualifications: Knowledge of methods used in the preparation and use of charts, excel spreadsheets. Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence with proper grammar, punctuation, and spelling. Able to communicate effectively. Ability to multi-task and prioritize. Ability to assist customers of diverse backgrounds. Ability to follow guidelines and procedures. Knowledge of software application such as Microsoft and database management. Experience with an EMR system. Ability to work independently and in teams. Good organization skills. Agency Requirements: Must be at least eighteen (18) years of age. Must possess current and valid Class D Motor Vehicle Operator's license. Schedule information: Fulltime- 37.5 hour weekly position Schedule: Monday- Friday, 9am- 5pm Days off: Saturday and Sunday Position is assigned to work between two locations: Southeast Regional DDS Office (Middleboro) and the Wrentham Developmental Center. About the Department of developmental Services: The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government. For more information about our agency and programs, visit: Pre-Hire Process: Recommended candidates must successfully complete pre-employment screening which includes: Disabled Persons Protection Commission (DPPC) Abuse Registry Search: Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check. 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 help logging into/ resetting your MassCareers profile, call the Employment Service Center at for assistance. For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- Ext ALL EMPLOYEES ARE PAID ON A BI-WEEKLY BASIS AND MUST HAVE DIRECT DEPOSIT. This is a Civil Service position. If there is not a Civil Service list for this title, employees appointed must take and pass the next Civil Service examination when administered. 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. 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.