Office Support Specialist

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Job Description - Office Support Specialist I (260006R4)

Job Description

Office Support Specialist I - ( 260006R4 )

Description

The Department of Developmental Services (DDS) is seeking a highly motivated, organized, and detail-oriented professional for the position of Office Support Specialist I at the Southeast Regional Office in Middleborough, Massachusetts
.

This position provides administrative and operational support to key members of the Southeast Region's management team, including the Regional Operations Manager, Contracts Manager, Business Office Manager, and Budget Director
. The Office Support Specialist I plays an important role in supporting the efficient day-to-day operations of the Regional Office and serves as a point of contact for both internal and external stakeholders.

The successful candidate will demonstrate strong organizational and communication skills, sound judgment, attention to detail, and the ability to effectively manage multiple priorities in a busy professional environment.

• Provide comprehensive administrative and office support to the Regional Operations Manager, Contracts Manager, Business Office Manager, and Budget Director, as well as general support for the day-to-day operations of the Southeast Region.
• Assist with the development, revision, organization, and oversight of agency policies, procedures, and procedural manuals, including maintaining current documentation and coordinating updates as needed.
• Coordinate the tracking, sorting, storage, retrieval, and management of DDS records maintained at off-site storage facilities, ensuring records are appropriately documented, organized, and accessible in accordance with agency procedures and applicable records-management requirements.
• Serve as a liaison with internal and external agencies, departments, vendors, and other stakeholders regarding the day-to-day operations of the Region under the direction of the Regional Operations Manager.
• Prepare reports and compile, organize, analyze, and maintain data utilizing computer software, databases, spreadsheets, and agency information systems.
• Answer and appropriately direct telephone calls; draft, review, and analyze correspondence; respond to inquiries; maintain electronic and paper filing systems; perform data management; and copy, scan, distribute, and process documents.
• Schedule, coordinate, and attend meetings as assigned, including preparing materials, maintaining meeting notes and records, tracking action items, and providing necessary administrative follow-up.
• Provide direct supervision to the Clerk III, including assignment and oversight of work and other supervisory responsibilities consistent with agency policies and procedures.
• Coordinate the ordering, assignment, and management of agency-issued cellular phones, including reviewing and maintaining cell phone accounts, monitoring monthly billing, and addressing account or service issues as appropriate.
• Serve as the Region's Surplus Property Officer, coordinating surplus property activities and maintaining required documentation in accordance with applicable Commonwealth and agency requirements.
• Process employee reimbursement requests through the Human Resources/Compensation Management System (HR/CMS) and maintain appropriate supporting documentation.
• Maintain and update Regional organizational charts and coordinate employee identification badges and building/system access requests, ensuring information remains current as staffing changes occur.
• Serve as the Building/Facility Liaison for the Regional Office, coordinating facility-related matters, communicating with appropriate internal and external contacts, and assisting with the resolution and tracking of building and operational issues.
• Enter Payroll Refund Receipt Vouchers in the Massachusetts Management Accounting and Reporting System (MMARS) and maintain appropriate documentation associated with transactions.
• Oversee coordination of gasoline PIN requests, including requesting, cancelling, and monitoring PIN assignments and maintaining accurate records.
• Coordinate administrative components of the employee onboarding and offboarding processes, working with appropriate managers and departments to facilitate identification badges, access, equipment, cell phones, records, and other required administrative activities.
• Maintain organized and accurate records, databases, tracking systems, and documentation necessary to…