State of Massachusetts Office Support Specialist I in Boston, Massachusetts
The Office Support Specialist is key to the success and integrity of the Division of Apprentice Standards and will be responsible for supporting and maintaining customer service relations and implementing core administrative duties. Major responsibilities may include: processing applications and other customer requests; performing data entry; generating reports from DAS’s database; maintaining database and file system; maintaining inventories; responding to telephone and email inquiries for the Division of Apprentice Standards; preparing correspondence; administratively supporting meetings and projects; and performing related duties as required.
Essential Functions/(order is not an indication of priority)/:**
Responds to telephone and email inquiries with exceptional customer service skills.
Processes Division applications, agreements, forms, customer requests, and other documents (e.g. ID cards and completion certificates) as instructed.
Performs data entry and database reporting functions.
Develops and maintains records and files relating to apprenticeship.
Performs collection, accounting, and deposit of application fees, apprentice and sponsor fees collected by the Department.
Provides technical assistance and advice to persons both inside and outside the Agency on issues related to apprenticeship and regulatory requirements; refers questions involving specialized issues or information to the appropriate individuals.
Supports apprenticeship agency enforcement actions by: performing records searches; preparing draft notices of proposed action; and by participating in Case Review and other enforcement- related conferences and hearings, as necessary.
Types reports, letters, memoranda and related forms, and assists the work of the Department as assigned.
Sends data and other correspondence to partner agencies, both federal and state, as assigned.
Assists in the compilation of monthly performance measures reports for the agency.
Assists with records retention schedule as necessary.
Supports implementation and administration of EOLWD Apprenticeship maintenance and expansion projects.
Actively participates in trainings, meetings, conferences and other professional development opportunities.
Utilizes various technologies, including remote applications, to effectively administer work.
Administratively supports Apprenticeship Council meetings and Compliance activities, including scheduling.
Demonstrated experience in Microsoft Office.
Qualifications Required at Hire (list knowledge, skills and abilities)
Ability to communicate effectively.
Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.
Ability to use proper grammar, punctuation and spelling.
Ability to make recommendations.
Ability to multi-task and prioritize.
Ability to prepare documents and reports accurately.
Ability to assist customers of diverse backgrounds.
Ability to follow guidelines and procedures.
Knowledge of software applications such as desktop publishing, projectmanagement, spreadsheets and database management.
Ability to work independently and in teams.
Ability to establish and maintain harmonious working relationship with others.
Ability to accurately record information provided through written or oral expression and produce concise, accurate meeting records.
Proven ability to exercise sound judgment and discretion in handling confidential information.
Demonstrated skill in the creation and maintenance of complex record-keeping systems.
Demonstrated ability to communicate effectively with internal and external parties.
Demonstrated knowledge of Microsoft Office programs.
Salary placement is determined by years of experience and education directly related to the position and the Human Resources Divisions recruiting guidelines. In the case of a promotional opportunity, the salary provisions of the applicable Collective Bargaining Agreement will be utilized for placement within the salary range.
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:
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.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
Job: *Administrative Services
Organization: *Department of Workforce Development
Title: Office Support Specialist I
Location: Massachusetts-Boston-19 Staniford Street
Requisition ID: 2100039I