Office Support Specialist II

Overview

An Official website of the Commonwealth of Massachusetts

Job Description - Office Support Specialist II (260000HT)

Description

The Disabled Persons Protection Commission (DPPC) is an independent agency of the Commonwealth of Massachusetts which conducts investigations of abuse of adults with disabilities between the ages of 18 to 59, oversees those investigations conducted by other agencies, and oversees the remediation of abuse. The mission of the DPPC is to protect adults with disabilities from the abusive acts and omissions of their caregivers through investigation, prevention, and public awareness.

The DPPC is currently seeking to fill an Office Support Specialist II position. The Office Support Specialist for the Legal Unit will assist in all aspects of its operations, including document retention and dissemination; litigation support; the Abuser Registry; and general administrative tasks.

• Redacting investigation reports for distribution to data subjects of an investigation.
• Generating notifications to data subjects of an investigation.
• Receiving and processing administrative appeals, known as petitions for review.
• Processing and disseminating decisions on petitions for review.
• Processing appeals of registry placement decisions with the Division of Administrative Law Appeals.
• Assisting in litigation activity, such as generating correspondence, filing and tracking pleadings, organizing discovery, creating exhibit packets, etc.
• Entering and tracking legal unit activities in the DPPC’s case management system (CMS).
• Uploading records into Digital Management System (DMS).
• Responding to requests for records, including from other state agencies and public records requests.
• Creating monthly reports, including Legal Tracking and Registry Reports.
• Establishing and maintaining contacts with referral and protective service agencies for exchanging information on matters of overlapping jurisdictions.
• Providing information to parties to investigations and the public related to the general operations of the legal unit.
• Maintaining records and preparing correspondence in a manner consistent with all applicable laws, regulations, protocols, procedures, and policies.
• Attending meetings and training as directed and/or approved.
• Completing all administrative forms (i.e. time sheets, time off requests, etc.) in an accurate and timely fashion.
• Performing general administrative tasks, duties, and projects as needed and/or assigned for the Legal Unit.
• Acting as support for other DPPC Units as needed.
• Operating standard office machines and equipment including photocopiers, personal computers, telephone systems, fax machines and similar equipment.
• Performing administrative and/or clerical duties by typing correspondence, photocopying, faxing and filing documents in accordance with a prescribed classification system.
• Typing correspondence using Microsoft Word, creating and/or updating spreadsheets using Microsoft Excel.
• Using Adobe to scan and redact files.
• Sending and distributing mail to appropriate staff in accordance with established Agency policies and procedures.
• Digitizing, labeling and classifying documents for the Intake, Legal, Oversight and Investigations Units in accordance with the Commission’s standard policies and procedures.
• Working closely with other Agency staff to coordinate administrative efforts and provide clerical support to achieve Agency goals.
• Other duties as assigned.

Preferred Qualifications:

• Possess strong organizational skills with attention to detail.
• Possess thorough knowledge of the principles of office procedures and practices.
• Ability to work accurately with names, numbers, codes, and/or symbols.
• Ability to exercise discretion in handling confidential information.
• Experience in functioning successfully in stressful situations.
• Ability to follow written or verbal instructions.
• Ability to establish and maintain harmonious relationships with fellow employees and the public.
• Extensive knowledge of the types and uses of various office equipment and experience in the use of current business software programs.
• Strong ability to handle a wide variety of tasks.
• Manage time effectively and meet established deadlines.
• Ability to identify potential problems; develop optimal approaches to address their resolution and recommend or initiate solutions.
• Ability to be a self-starter, be self-motivated and use good judgment.

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…