Office Support Specialist - Cape Cod Site Office

Job Description

Office Support Specialist I - Cape Cod Site Office (260000OW)

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 supervise 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 Resources, Information Technology, Medical Records and Procurement related responsibilities and act 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
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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.

• Assign and monitor responsibilities to support staff to maximize their productivity and resolve problems within the department.
• Provide supervision and training to support staff, ensuring staff meetings, supervision, documentation and EPRS are completed in a timely manner.
• Manage and oversee the maintenance of medical records and other records that the agency must maintain in accordance with state policies.
• Provide clerical support to various center‑wide committees and staff meetings by generating agendas, coordinating communication, recording and typing minutes.
• Draft communication and send to appropriate parties as needed.
• Coordinate and maintain the EPRS process site‑wide, ensuring that probationary evaluations are submitted on new hires/promotions within the determined period.
• Act as Hiring Manager or Assistant Hiring Manager completing all tasks as required in Mass Careers and for HR for hiring/onboarding process.
• Identify procurement needs and process orders, maintain inventory, process receipts and work with Business Bureau as needed.
• Act as liaison to Information Technology (DMH IT, AIT, EOTSS, Telecom, etc.) departments for the Site.
• Handle operation and routine maintenance of copier and assist in notifying need for repair. Primary point of contact for all maintenance work required on machines, maintain supply inventory and place supply orders regularly.
• Compile statistical information and data to be included in departmental reports.
• Answer phones consistently in a pleasant and appropriate manner, accurately assess level of need to interrupt clinicians or clients with messages, refer clients to clinicians when possible.
• Assist 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…