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Office Support Specialist

Dept of Early Education & Care – Quincy, MA

Final candidate must be proficient in Spanish both in oral and written communication
The Department of Early Education and Care seeks a candidate who wishes to start their career with a dynamic state agency and have an opportunity for career advancement within the agency.
The Department of Early Education and Care (EEC) is an agency that represents an exciting opportunity to build a new, coordinated, comprehensive system of early education and care in Massachusetts.
The services that EEC provides to the children and families of the Commonwealth can be divided into the following three main categories:

1. Information and referral services for all families in Massachusetts, including parenting information, and resource and referral services for early education, child care and after school opportunities to the families of approximately 1 million children under the age of 13.

2. Licensing, regulation, and comprehensive quality improvement support for all child care providers, serving approximately 250,000 children daily.

3. Financial assistance to help low-income families pay for child care and early education. EEC provides subsidies on a sliding fee scale basis for approximately 50,000 children.


The Office Support Specialist provides technical support to the Metro Boston Regional Office. The basic purpose of this work is to provide administrative support in the areas of office services, records management, clerical support and phone coverage.
Final candidate must be proficient in Spanish both in oral and written communication
Duties Include:
  • Provides phone coverage schedule and phone coverage which includes ensuring that phone coverage schedules are planned in advance, ensures the phone is answered in a timely and professional manner, refers phone calls to agency staff that can properly and accurately provide information, understands agency referral systems to direct callers to accurate resources, trouble shoots voicemail problems, acts as a liaison to vendors, intakes complaints and incident calls when no licensing staff are available.

  • Performs and participates in completion of all general clerical functions to support the regional office including word processing assignments such as typing, mail merge, and labels for mailings. Formats, proofreads and produces correspondence within prescribed time frames. Assist in maintaining inventory and in ordering for office supplies, forms and equipment. Handles all incoming and outgoing mail including weighing and posting outgoing mail. Distributes incoming mail and faxes to appropriate personnel, prepares cover sheets. Arranges archiving of records in accordance with state policy. Maintains familiarity with office equipment including, copiers, printers, postage meter, computer server, voicemail system, etc.

  • Supports the field operations in the Regional Office by performing specific clerical tasks related to the agencys mission including entering and maintaining specific statistical database information gathered by the department, answering basic licensing and subsidy questions from the public, completing special projects as assigned, printing and distributing BRC information to licensing staff and flagging BRC problems to supervisors for follow-up.

  • Supports in the process for revenue management in the regional office including ensuring that all checks are handled per state policy, logged in daily and deposited. Maintains accurate records. Contacts providers who have submitted insufficient fund checks, maintains a log of all correspondence with Central Office and the Regional Office regarding collections.

  • Notifies the EOE IT unit by reporting to the help desk immediately any computer issues and offers IT assistance to Regional staff as needed.

  • Attends monthly staffing meetings.

  • Supports in coordinating the use of regional space for trainings and meetings.

  • Supports in communicating to the building management maintenance issues, snow removal, etc.

  • Recognizes the flow of work and completes priority assignments

  • Special projects as assigned

Preferred Qualifications:
  • Possesses a minimum of an Associates level degree or years of relevant administrative experience
  • Highly skilled in greeting visitors and directing them to the right person or department
  • Ability to exercise discretion in handling confidential information and exercise sound judgment
  • Ability to communicate effectively
  • Ability to multi-task and prioritize
  • Ability to assist customers of diverse backgrounds
  • Ability to follow guidelines and procedures
  • Exceptional skills in software applications such as Microsoft Office
  • Ability to work both independently and in teams
  • Exceptional organizational skills
  • Able to maintain an organized reception area

For inquiries into this position please contact Frank Corsino, HR Business Partner, at 617-988-2428 or at [email protected]


Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
Office Support Specialist I:
Applicants must have at least (A) two 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 Associates or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
II. An Associates or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Educational substitutions will only be permitted for a maximum of two years of the required experience.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
Official Title: Office Support Specialist I Primary Location: United States-Massachusetts-Quincy - 1250 Hancock Street Job: Administrative Services Agency: Department of Early Education and Care Schedule: Full-time Shift: Day Job Posting: Jun 17, 2019, 3:51:09 PM Number of Openings: 1 Salary: 44,959.20 - 62,836.02 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Sarah Harding - 617-988-6604 Bargaining Unit: 01-NAGE - Clerical/Administrative Confidential: No

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