Office Support Specialist Supervisor - Hyannis

The Massachusetts Rehabilitation Commission is seeking a mission-driven, highly organized problem solver to fill the role of Office Support Specialist II. This position is a supervisory position which is responsible for administrative and fiscal transactional duties at the Area Office level to support the Area Office Director and office. The selected candidate will be responsible for all fiscal transactional duties in the office that require purchase and contract orders, ESU entries, Enterprise Invoice/Service Management (EIM) approvals for consumer services and office needs. Supports the Area Director by conducting research, developing benchmark reports, or providing technical assistance.  Works closely with Office of Financial Management and Budget (OFMB) to create, analyze, and verify fiscal reports. Expertise with MRCIS, MMARS, ComBuys and other related state platforms.

The Office Support Specialist II is expected to be an experienced supervisor that will oversee the Area Office needs including but not limited to calendar management, space scheduling, fiscal processing, supply, and inventory. May backup OSS I and provide administrative support to area office staff., including front reception and self-service support.  Provides training, delegation of tasks, supervision, and performance appraisals to the Office Support Specialist I.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Fiscal and administrative support to Area office.  Provides all fiscal transactional duties and support services such as calendar management (which may be confidential), scheduling meetings or events, coordinating and scheduling office space for testing, meetings, etc., and may perform other administrative support.

• Supervise Office Support Specialist I in all administrative functions to ensure policy compliance and efficient and timely delivery to services to consumers.

• Provide all training for the Office Support Specialist I on agency equipment, technology platforms, state tracking systems and general office procedures. 

• Provides cross-training to supervised staff in all areas of Administrative and Fiscal support.  May assist all office staff on administrative functions.

• Handle fiscal needs, invoicing, and billing needs in partnership with Office of Financial Management and Budget to comply with all fiscal requirements. 

• Compiles and submits Administrative Fiscal account data (Purchase of Service, CIES, Pre-ETS, etc.), monthly or as requested. 

• May review MRCIS reports monthly for accuracy and monitors office e-file systems.

• Maintain administrative budget tracking.  Encumber funds, reviews billing statements for accuracy, signs off on payment vouchers for vendors, batches and submits to OFMB.

• Reviews employee travel expense vouchers in accordance with state and federal regulations.

• Maintains enough area office Supplies by ordering via state contracts utilizing ComBUYS, MMARS etc., and processing payment of office supplies, keeps updated office inventory, purges records in MRCIS, destroys closed cases, arranges for equipment repair, and assist with surplus inventory and disposal requisitions.

• Perform other duties as required.

Required Qualifications:

• Excellent written, oral, and digital communication skills.

• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources

• Ability to understand, explain and apply the laws, rules, policies, and procedures governing assigned unit activities. 

• Strong time management, planning, and organizational skills

• Knowledge and the ability to maintain standard electronic filing systems and records. 

• Ability to think creatively, analytically, and to work proficiently

• Ability to deal tactfully, maintain harmonious working relationship with others and establish rapport with persons from different ethnic, cultural and/or economic backgrounds.

• Proficient usage of Microsoft Office products including Excel and Outlook and other software programs.

 Preferred Qualifications:

• Skilled in operating general office machines and equipment.

• Ability to communicate effectively in oral expression. To establish and maintain harmonious working relationships and deal tactfully with others.

• Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business email/letter preparation. 

• Ability to use technology required for the job, including technology critical for remote work (e.g., Zoom, Outlook calendar, Teams, etc.).

About the Massachusetts Rehabilitation Commission

The Massachusetts Rehabilitation Commission (MRC) promotes equality, empowerment and independence of individuals with disabilities. These goals are achieved through enhancing and encouraging personal choice and the right to succeed or fail in the pursuit of independence and employment in the community. The MRC provides comprehensive services to people with disabilities that maximize their quality of life and economic self-sufficiency in the community.

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

Pre-Offer 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

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 regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800-510-4122 and select option 2.

Applicants should upload a cover letter and resume for the Office Support Specialist Supervisor - Hyannis requisition.

First consideration will be given to those applicants that apply within the first 14 days.

Minimum Entry Requirement:

Applicants must have at least (A) three 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 a maximum of two years of 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 based on the proportion of the requirements 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!

Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.

 An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. 

The Commonwealth is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.