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SalaryGeneral Statement of Duties and Responsibilities
The Department of Mental Health (DMH), Psychiatric Units, Tewksbury Hospital is seeking an experienced and dynamic professional for the position of Office Support Specialist I to provide administrative support the Central Nursing Office (CNO) supervisors.
Please Note: Full time, 37.5 hours per week, 9:00am-5:00pm. Days off: Sat/Sun
Detailed Statement of Duties and Responsibilities (these are a general summary and are not all inclusive):
- Assists the CNO Supervisors by placing calls for overtime if needed.
- Completes booked overtime each Thursday by reviewing staffing sheets and voluntary overtime lists and booking staff for overtime where needed. Posts voluntary overtime sheets each Thursday.
- Checks clinical schedules for accuracy to include approved paid time off usage and overtime booking.
- Maintains Nursing Department scheduling information for all shifts and units and makes appropriate adjustments according to policy.
- Documents staff time by reviewing and adjusting, as indicated, staff swipes within the SSTA System to ensure complete and accurate payroll records.
- Reviews/oversees payroll and staffing issues with the Clerk 3.
- Assists with submission of staff Time Collection Device (TCD) swipes in the MassHR payroll system in a timely manner.
- Submission of weekly time sheets to MassHR each week by 12:00 pm.
- Adjust staff’s incorrect swipes in the HR/CMS payroll system in a timely manner.
- Review printouts of time submission for discussion with employees to identify and adjust incorrect swipes.
- Completes all adjustments/submissions in HR/CMS system on Monday mornings for final approval by Managers before the 12:00 pm deadline.
- Meets with Nurse Managers on a regular basis to provide screen print outs for time submissions to identify trends or patterns of attendance issues.
- Assists the Hiring Coordinator and Office Support Specialist with the processing of all clerical interviews and new hires.
- Continuously works on the organization of the CNO and DON offices by updating files, manuals, keeping an adequate supply of forms and filing.
- Maintains relationships with College Affiliates by ensuring that student rotations are coordinated in a timely and accurate manner. Distributes keys and badges to the students on their first day and keeps records of such.
- Serves as back-up to the CNO Clerk 3 by booking patient appointments and completing payroll as needed.
- Serves as back-up to the Office Support Specialist. Opens, stamps and distributes mail, assigns coverage to the unit clerical staff as needed and completes assignments for the Director of Nursing, Assistant Director of Nursing, Clinical Nurse Specialist and Nurse Managers as assigned.
- Performs clerical duties as assigned which may include typing of forms, reports, meeting minutes, charts, and memoranda.
- Answers telephones, transfers calls, takes messages, documents sick calls and answers questions to facilitate communication in the work area.
- Makes photocopies, faxes documents, operates standard office machines and equipment. Maintains orderly filing system allowing access to required information.
- Participates in maintaining a safe environment by requesting repairs for unsafe conditions, completing work orders, and advising supervisory staff.
- Utilizes word processor to develop reports, type correspondence, etc. to maximize utilization of time.
- Maintains adequate supply of forms for the Central Nursing Office.
- Compliance with all applicable state and federal laws including the Health Insurance Portability and Accountability Act (HIPPA) regulations which govern the privacy and confidentiality of information about patients.
- Other related duties as required.
- Qualifications Required at Hire
- Knowledge of the English language including spelling, word meaning and word usage.
- Ability to read, write and comprehend the English language.
- Ability to use proper English grammar, punctuation, and spelling.
- Ability to work accurately with names, numbers, codes and/or symbols.
- Ability to file material I accordance with standard filing procedures.
- Ability to maintain accurate records
Preferred Qualifications:
- Experience with Microsoft Office 365
- Knowledge of the proper telephone procedures for making and receiving agency calls
- Given the population served, bilingual or multilingual fluency.
About Tewksbury Hospital:
Tewksbury Hospital operates a 370-bed facility and a campus of over 700 acres of land. Its patient care services are provided under the auspices of the Department of Public Health and Mental Health. Joint Commission accredited LTAC hospital that provides high quality, comprehensive treatment, care, and comfort to adults with chronic medical and mental illness. A full range of services are provided including 24/7 Nursing, Nurse Practitioners, Medicine as well as psychiatric and psychological services, a 6- bed dialysis unit, clinical laboratory, radiology, respiratory care, nutrition, speech/language, pathology, occupational therapy, physical therapy, therapeutic recreation and arts, and pharmacy.
Learn more:https://www.mass.gov/locations/tewksbury-hospital
DMH Mission Statement:
The Department of Mental Health assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research.
Pre-Hire Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants."
Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.
If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form
For questions about this requisition, please contact Employment and Staffing Customer Service at 1-800-510-4122, option 4.
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 Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
II. An Associate's 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.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
Want the specifics? Explore our Employee Benefits and Rewards!
COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.
