Office Support Specialist I

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.

 Duties and Responsibilities

Under the direction of the Regional Operations Manager, the Office Support Specialist I provides administrative and operational support to the Southeast Regional Office. Responsibilities include, but are not limited to:

• 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 support Regional business and administrative operations.
• Handle confidential and sensitive agency, personnel, financial, provider, and individual information with appropriate discretion and in accordance with applicable requirements.
• Assist with special projects and assignments on behalf of Regional management and provide administrative coverage and support based on operational needs.

• Perform other related administrative and operational duties as assigned and consistent with the responsibilities of the position. 

   

   

  Preferred Qualifications

   

   

   

• Experience providing administrative and operational support to managers and senior-level staff, with the ability to effectively coordinate multiple priorities, assignments, and deadlines.

• Strong organizational, time-management, and problem-solving skills, with demonstrated attention to detail, accuracy, follow-through, and the ability to work independently with minimal supervision.

   

• Demonstrated ability to compile, organize, analyze, and report data using spreadsheets, databases, information systems, and other computer applications.
• Excellent written and verbal communication skills, including experience drafting professional correspondence, responding to inquiries, preparing reports, documenting meetings, and communicating information clearly and accurately.
• Strong interpersonal and customer-service skills, with demonstrated ability to serve as a liaison and work collaboratively with internal departments, external agencies, vendors, providers, and other stakeholders.
• Experience coordinating and supporting meetings, including scheduling, preparing materials, maintaining meeting notes and records, tracking action items, and providing appropriate follow-up.

• Demonstrated supervisory or lead-worker experience, including the ability to assign and monitor work, provide guidance and direction, establish priorities, and support effective staff performance.

   

• Ability to establish and maintain accurate organizational charts, databases, spreadsheets, tracking systems, files, and other administrative records.
• Proficiency with Microsoft Office applications, particularly Outlook, Word, Excel, and Teams, and demonstrated ability to learn and effectively utilize agency-specific databases, financial systems, and electronic applications.

• Demonstrated ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel, fiscal, agency, provider, and individual information.

   

• Demonstrated ability to be flexible and responsive to changing operational priorities, take initiative, and successfully manage both routine responsibilities and special assignments.
• Ability to work effectively both independently and collaboratively as part of a team, while maintaining professional working relationships across multiple functional areas.

• Experience working within a state agency, public-sector, human services, healthcare, or similarly complex organizational environment is preferred.

   

   

   

Please Note:

This position is for the Southeast Regional Office located in Middleboro, MA.

Schedule: 8:45 AM - 5:00 PM

Days off: Saturday and Sunday

Flexibility required to meet the needs of the program

About the Department of Developmental Services:

The mission of the Department of Developmental Services (DDS) is to create innovative and genuine opportunities for individuals with intellectual and developmental disabilities including Autism Spectrum Disorder to participate fully and contribute meaningfully to their communities as valued members. DDS serves over 43,000 vulnerable individuals throughout their lifetimes, providing a spectrum of day, employment, and residential supports. The agency directly oversees and manages $3 billion in public funds ($2.7B operating budget) and approximately 5,500 staff, the largest state employee workforce of any agency in the Massachusetts executive branch of government.

For more information about our agency and programs visit: www.mass.gov/dds 

Pre-Hire Process:

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.

Education, licensure, and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Recommended candidates must successfully complete pre-employment screening which includes:

·         Commission for the Protection of Persons with Disabilities (CPPD) Abuse Registry Search:  https:cppdmass.gov

·         Criminal background check (CORI) by regulations set forth by the Executive Office of Health and Human Services. http://www.mass.gov/hhs/cori

·         National Background Checks, Chapter 234 of the Acts of 2014, conduct fingerprint-based check. https://www.mass.gov/lists/dds-fingerprint-background-checks

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For technical help with MassCareers, including logging into your profile and/or resetting your password, please call the Employee Service Center at 617-979-8500 for assistance.

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800-510-4122 Ext. #4.

ALL EMPLOYEES ARE PAID ON A BI-WEEKLY BASIS AND MUST HAVE DIRECT DEPOSIT.