Office Support Specialist I - Cape Cod Site Office

Job Description

The Cape Cod & Islands Community Mental Health Center, operated by the Department of Mental Health, at their Cape Cod and Islands Site Office in Hyannis, is seeking a talented, dynamic, self-motivated, and experienced individual who will function as an Office Support Specialist I. The incumbent will provide oversight for all office support for the Site Office and supervision to staff. The successful candidate will manage, oversee, organize, facilitate, and support the effective administrative operations and compliance with established standards of the Cape Cod and Islands Community Mental Health Center and Hyannis Site Office.

The incumbent will assist the Office Support Specialist II by maintaining all files and tracking systems/data to ensure compliance with organizational documents, drafting and sending communication, coordinating common office space, events and meetings, as needed. The selected candidate will manage, oversee, organize, facilitate and coordinate Human Resource, Information Technology, Medical Records and Procurement related responsibilities and acts as liaison between the Site Office/Center and respective departments. The incumbent will also provide guidance and on-the-job training to newly hired employees as required.

Please Note: This position is 37.5 hours per week. The selected candidate will work from 9:00 a.m. to 5:00 p.m. Monday through Friday. The days off are Sunday and Saturday. The primary location for this position will be the Cape Cod and Islands Site Office in Hyannis but travel to the Cape Cod and Islands Community Mental Health Center in Pocasset may be required, based on need.

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

• Assign and monitor responsibilities to support staff to maximize their productivity and to resolve problems within the department.
• Provide supervision and training to support staff assigned ensuring staff meetings, supervision, documentation and EPRS are completed in timely manner.
• Manage and oversee the maintenance of medical records and other various records and documents that agency must maintain in accordance to state policies.
• Provides clerical support to various center-wide committees and staff meetings by generating agendas, coordinating, providing communication and recording and typing minutes.
• Drafts communication and sends to appropriate parties as needed.
• Responsible for coordinating and maintaining EPRS process site-wide. Ensure that probationary evaluations are submitted on new hires/promotions within the determined period.
• Acts as Hiring Manager or Assistant Hiring Manager completing all tasks as required in MassCareers and for HR for hiring/onboarding process.
• Identify procurement needs and process orders, maintain inventory, process receipt and work with Business Bureau as needed.

• Acts as liaison to Information Technology (DMH IT, AIT, EOTSS, Telecom, etc.) departments for the Site.
• Handles operation and routine maintenance to copier and assists in notifying need for repair. Primary point of contact for all maintenance work required on machines, maintains supply inventory and places supply orders regularly.
• Compiles statistical information and data to be included in departmental reports.
• Answer phones in a consistently pleasant and appropriate manner and accurately assess level of need to interrupt clinicians or clients with messages, refers clients to clinicians when possible.
• Assists Office Support Specialist II with budgetary items. Assist ACCS program director with discretionary budget funds including monitoring back account, tracking and recording receipts, distributing debit and store cards.

• Ability to multi-task and prioritize and have organizational skills.
• Ability to follow guidelines and procedures.
• Knowledge of and skilled with software applications such as desktop publishing, project management, spreadsheets and database management.
• Ability to work independently and in teams.
• The ability to supervise and assign work effectively. Including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
• Knowledge of and skilled with clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.

• Experience working in a hospital/healthcare environment.
• Two years of full-time, or equivalent part-time, experience in office management, office administration, business duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, contract administration or program management.
• One years of direct supervisory experience.