Receptionist/Clerk

   The Department of Mental Health (DMH) is searching for an enthusiastic, outgoing, reliable individual to fill a Site Office Clerk position located in the New Bedford Site Office.  The position requires strong social and interpersonal skills to interact with the public, knowledge in Microsoft Office Word, Excel, and Outlook.  The primary role of the Office Clerk III is managing and maintaining the reception area as well as being responsible for answering the telephones, greeting, providing routine information concerning agency services according to established procedures. Typing minutes, filing and other clerk related duties.

Please Note:  This position is 37.5 hours per week.  Schedule is Monday thru Friday 9:00 am to 5:00 pm. 

 Duties and Responsibilities (these duties and responsibilities are not all inclusive):

• Answer phones in a consistently pleasant and appropriate manner, takes written messages as necessary.
• Greets, directs, and assists visitors
• Composes and accurately types letters, designs forms, reports, correspondence, envelopes, labels, etc.
• Stamps, sorts and distributes mail, as needed.
• Operates standard office machines and equipment such as photocopiers, calculators, and fax machine.
• Handles operation and routine maintenance to copier and assists in notifying need for repair.
• Compiles statistical information and data to be included in departmental reports.
• Assists with data entry in spreadsheets for use with tracking and reporting data.
• Maintains agenda for various site-wide committees when needed.
• Records and types of minutes for various center-wide committees and staff meetings in a timely manner. Notifies appropriate parties, orally and in writing, of information, such as meetings, conferences, etc.
• Assists with processing and distributing and inventory of supplies.
• Assists in medical records department to ensure that records are maintained according to agency policies and procedures; Responds to requests for information from authorized individuals/facilities and processes outgoing requests for information.  Files discharge records when all information is complete.
• Provide clerical support to administrative department heads to include typing, preparation of reports and presentations, and filing of materials as needed.
• Manages the Site's informational boards, by posting/removal of all job postings and informative materials.  
• Provides backup to the administrative assistant at the New Bedford Site Office.

Preferred Qualifications 

• Demonstrated working knowledge in Microsoft Office Word, Excel and Outlook 
• Strong social, communication, and interpersonal skills 
• Given the population served, bilingual or multilingual fluency 

Required Qualifications:

• Ability to understand and apply the laws, rules, policies and procedures governing assigned unit activities.
• Ability to read, writes and comprehends the English language.
• Ability to file material in accordance with standard filing procedures.
• Ability to maintain accurate records.
• Ability to establish and maintain harmonious working relationships 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 letter preparation.
• Skill in operating general office machines and equipment, IP telephone systems, postage meters, paging devices, 2-way radios, hand collators, electric staplers, shredders, or similar equipment.

Site Description:

New Bedford Site Office provides case management services to adults and monitors contracted services.  In all we always aspire to create an environment which promotes growth and independence for patients, families, and employees alike. 

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, please contact Human Resources at (508) 977-3684

First consideration will be given to those applicants that apply within the first 14 days.
Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office work, or (B) an equivalent combination of the required experience and the substitutions below:
 I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. * 
II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. * 
III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. * 
IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for the required experience* 
* Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

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 on the basis of 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.