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SalaryThe Education Secretariat is committed to equity and valuing the unique and diverse characteristics and experiences of every member of its workforce. We encourage an authentic workplace where colleagues show up as their full selves, where collaboration, innovation, and connections are key to realizing our mission that all children, youth, and families thrive socially, academically, and economically. We seek teammates who are committed to promoting a diverse and inclusive work environment, where everyone is valued and engaged. We encourage you to apply and identify your strengths in these areas.
The Office Support Specialist provides administrative support for the day-to-day operations of their regional office. They conduct clerical and administrative tasks which include greeting visitors, answering phone calls and either assisting callers with general information or directing calls to the appropriate personnel. They provide general clerical support including paper processing such as printing and mail distribution, payment processing and meeting coordination. While serving as the first point of contact, they support the field by helping educators access the systems they need to use.
The Office Support Specialist also conducts basic data entry in the IT system supporting licensees of the Department of Early Education and Care. They, along with the Office Administrator, conduct the data entry and entering new users into the system to initiate the work of the child care licensing process.
They may also receive special project requests from the Regional Director.
Key Responsibilities:
- Performs receptionist responsibilities including:
Answer inquiries and provide routine information including necessary information for referrals to other internal and external units
Greet visitors to the regional office and ensure appropriate personnel are notified
- Performs general clerical functions to support the regional office including:
handling all incoming and outgoing mail and distributing incoming mail to appropriate personnel
maintaining familiarity with office equipment and points of contact for additional support
maintaining appropriate stock of office supplies
Coordinating the use of meeting space for trainings and meetings
- Provides payment processing support, including the documentation and tracking of payments received to the regional office
- Conducts transactions in the licensing IT system including setting up new users and general data entry
- Attend monthly staffing meeting
- Coordinates with the Office Manager the use of regional space for trainings and meetings.
- Special projects or supportive field outreach as assigned by direct supervisor and/or Regional Director
- Other duties as assigned
Preferred Skills and Abilities:
- Excellent customer support and service skills
- Ability to follow written and oral instructions.
- Ability to exercise discretion in handling confidential information and to exercise sound judgment.
- Strong attention to detail and organization
- Ability to maintain accurate records.
- Comfort in learning and working within IT systems
- Proficiency in Microsoft Office applications
Travel may be required for this position.
Questions regarding this position or the application process should be directed to Dawn.E.DeRoche@mass.gov.
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.
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