Office Support Specialist II

Office Support Specialist II

Position number 260004N0, located in Danvers, MA, for the Department of Developmental Services (DDS). The role supports the Northeast Regional Director and Hogan Regional Center (HRC) with administrative, scheduling, documentation, data entry, and reporting functions to facilitate service delivery to individuals with intellectual and developmental disabilities.

• Assist the Northeast (NE) Regional Director with daily operational issues such as scheduling meetings, maintaining the Director’s appointment book, preparing documentation, taking messages, opening, categorizing, and distributing mail, and creating and maintaining confidential files.
• Oversee and monitor assigned special projects and tasks for the NE Regional Director.
• Prepare agendas and transcribe minutes for Regional Leadership Team, Regional Area Office Directors, Best Practices meetings, and Provider Agency liaison meetings.
• Oversee administrative functions for the Administration Building at Hogan Regional Center (HRC).
• Assist the HRC Facility Director with daily operational issues including scheduling meetings, preparing documents, taking messages, maintaining confidential files, organizing meeting minutes/notes, and using the Massachusetts HUB information management system to enter data and prepare reports (e.g., daily census, admissions, discharges, deaths).
• Prepare all HRC Emergency Stabilization Unit quarterly billing statements.
• Prepare end‑of‑year reports including HRC census, HRC Unit Reports, and NE Regional Reports.
• Prepare HRC daily census and communicate information to in‑house providers for the care needs of HRC residents.
• Prepare agendas and transcribe minutes for HRC Neurology Clinic, HRC Residential Team Meetings, HRC Trustees, HRC Safety Committee, HRC Advisory Team, HRC Human Rights Committee, NE Region Leadership Team, and all other NE Region meetings.
• Set up agendas and complete monthly mailings for provider meetings and NE Regional Board meetings.
• Provide support for other NE Regional staff as needed.
• Provide oversight of all NE Region and HRC office equipment contracts, supplies, and maintenance.
• Prepare HRC On‑call schedule for after‑hours Operations Team and Medical and Nursing Teams; forward on‑call phone traffic to currently designated, assigned on‑call personnel.
• Maintain HRC Medical Team Schedule.
• Maintain file of CERIS accounts and related information for client funds tracking and auditing.
• Cover Mail Room duties when necessary.
• All other duties as assigned.

• Ability to communicate effectively.
• Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
• Ability to use proper grammar, punctuation, and spelling.
• Ability to make recommendations.
• Ability to multi‑task and prioritize.
• Ability to prepare documents and reports accurately.
• Ability to assist customers of diverse backgrounds.
• Ability to follow guidelines and procedures.
• Knowledge of software applications such as desktop publishing, project management, spreadsheets, and database management.
• Ability to work independently and in teams.
• Organizational skills.
• Ability to manage ongoing administrative projects.

• Data entry and data queries on Access‑based databases, HUB, HCSIS.
• Maintaining and updating chronological files, correspondence files, agency files.
• Utilizing new Management Information System for Department of Developmental Services.

Schedule:

Full‑time, Monday‑Friday 8:45 AM‑5:00 PM (days off Saturday and Sunday). Salary: $62,782.98‑$89,679.72 yearly, bi‑weekly paid, direct deposit required.

Eligible for the Commonwealth employee benefits package, including health, dental, vision, retirement, and paid time off. All benefits are subject to eligibility requirements.

Title 101 CMR 23.00 requires receipt of COVID‑19 and influenza vaccinations or mitigation measures before the start of employment. Candidates must confirm vaccination status during the hiring process.

An Equal Opportunity / affirmative action employer. Females, minorities, veterans, 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 applicable law.

Qualified applicants must complete pre‑employment screening, including a criminal background check (CORI). For additional information, contact the Executive Office of Health and Human Services Human Resources at 1‑800‑510‑4122 Ext. #4 or visit the Massachusetts Careers website.