State of Massachusetts Office Support Specialist II - DYS Training Academy in Grafton, Massachusetts

The Department of Youth Services is seeking an Office Support Specialist II to coordinate and monitor the operational facets of the Training Academy and to review and analyze training data. Serve as liaison providing logistical and technical assistance, disseminating information, and advising DYS staff and outside agencies regarding training status, compliance mandates and regulations.

  1. Monitors assigned Training Academy activities to ensure effective operations and compliance with established standards.

  2. Oversee Basic Training Administration.

  3. Monitor and maintain operational functioning of the Academy including but not limited to building needs, program supplies and equipment functioning.

  4. Confer with DYS staff in order to exchange information concerning agency programs and activities.

  5. Maintain liaison with various local, state, and federal agencies such as EOHHS, CSD, and others to exchange information, to resolve problems and to coordinate activities.

  6. Review and analyze training data in order to improve work methods, determine progress, revise established procedures and/or to provide information to superiors.

  7. Prepare data reports concerning assigned training activities in order to furnish required information and to make recommendations concerning data and record procedures, program logistics, and building activities.

  8. Respond to inquiries in order to provide information concerning assigned unit activities.

  9. Provide on-the-job training and orientation for DYS employees as pertaining to PACE database

  10. Review, analyze and prepare reports concerning assigned unit activities as pertaining to all training histories and paper records

  11. Oversee and coordinate the activities of contractor and student intern in connection with the preparation and maintenance of reports, records and documents and PACE data entry

  12. Develop new materials for Training Academy as needed - internet forms, hand-outs, graphs and spreadsheets

  13. Review and analyze data concerning program training reporting to determine effectiveness and progress towards compliance.

  14. Attend meetings and conferences such as STAR Records Management Course and DYS, Conferences such as CAM and - prepare reports on records progress.

  15. Resolve problems with program training records to ensure state compliance mandates and legal policies and procedures are upheld.

  16. Liaison with outside agencies regarding PACE and shared trainings - CSD, EOHHS to exchange information

  17. Liaison for all DYS units in the dissemination of training information and records and other agency activities.

  18. Liaison with DYS Fiscal Department - procurement of all services and goods, budget monies, investigate invoice discrepancies, and negotiate with vendors for contract services.

  19. Research and audit vendors / negotiate bids.

  20. Interface with Contracts Department and Legal Department exchanging information.

  21. Coordinating service with the IT staff, external relations .service vendors, PACE webmaster, equipment repair and maintenance

  22. Room scheduling and participant communications

  23. Payroll timesheets and daily logs submitted weekly to Human Resource Department

  24. Reviews applications or other program documents independently or in conjunction with supervisor to determine acceptance or make decisions pertaining to program.

QUALIFICATIONS REQUIRED AT HIRE (List knowledges, skills, abilities)

  1. Knowledge of the principles and practices of office management.

  2. Knowledge of the methods of general report writing and the ability to prepare accurate records. 

  3. Knowledge of the methods used and the ability to prepare charts, graphs and tables.

  4. Knowledge of the types and uses of general office equipment.

  5. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.

  6. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.

  7. Ability to follow written and oral instruction.

  8. Ability to gather information through questioning individuals and by examining records and documents.

  9. Demonstrate skill in oral and written communication.

  10. Ability to assemble items of information in accordance with established procedures.

  11. Ability to determine proper format and procedure for assembling items of information.

  12. Ability to communicate effectively in oral expression.

  13. Ability to give written and oral instructions in a precise, understandable manner.

  14. Ability to deal tactfully with others.

  15. Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.

  16. 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; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

  17. Ability to exercise sound judgment.

  18. Ability to exercise discretion in handling confidential information.

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 visithttp://www.mass.gov/hhs/coriand 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.

For questions, please contact the CYF Office of Human Resources at 1-800-510-4122 and select option #2.

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

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 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 Youth Services

Title: Office Support Specialist II - DYS Training Academy

Location: Massachusetts-Grafton-38 Institute Road

Requisition ID: 1800083F