Office Support Specialist
| Agency Name: | Division Of Capital Asset Management |
|---|---|
| Official Title: | Office Support Specialist II |
| Functional Title: | Office Support Specialist |
| Occupational Group: | Clerical |
| Position Type: | Civil Service |
| Full-Time or Part-Time: | Full-Time |
| Salary Range: | $42,429.40 to $61,050.60 Annually |
| Bargaining Unit: | 01 |
| Shift: | Day |
| Confidential: | No |
| Number Of Vacancies: | 1 |
| City/Town: | Chelsea |
| Region: | METRO BOSTON |
| Facility Location: | Chelsea |
| Application Deadline: | 12-02-2013 |
| Apply Online: | Yes |
| Posting ID: | J37887 |
Duties:
Provides administrative and executive support to the Facility Manager, reports directly to the Facility Manager. Responsible for all aspects of their individual scheduling and support needs including:
1. Track, monitor and screen calls and emails to ensure appropriate disposition and follow up; draft letters and answers to routine correspondence with guidance from Facility Manager.
2. Prioritize, organize and expedite the flow of work including schedule appointments and coordinate necessary arrangements for meetings and conferences. Apprise all of scheduled meetings one day in advance and any problems or issues.
3. Organize and catalog filing for Facility Manager in conjunction with central and electronic filing system.
4. Follow-up and coordinate with other managers and offices within OFMM and DCAMM.
5. Work with Facility Manager and Operations Director to ensure compliance with DCAMM policies.
6. Compose and generate reports, documents, schedules and summary charts and tables using computer software or databases, under direction of Facility Manager. Review documents and data for accuracy, completeness, content and compliance with prescribed standards and maintain confidentiality at all times.
7. Plan, set-up, track and report out of state travel, travel reimbursement, car reservations and other supports for Facility Manager as needed.
8. Manage and coordinate special projects as assigned, developing plans in compliance with established timeframes.
9. Develop Power Point and other presentations for the Facility Manager.
10. Other related administrative duties as required to support the work of the Directors.
Valid driver's license.
1. Track, monitor and screen calls and emails to ensure appropriate disposition and follow up; draft letters and answers to routine correspondence with guidance from Facility Manager.
2. Prioritize, organize and expedite the flow of work including schedule appointments and coordinate necessary arrangements for meetings and conferences. Apprise all of scheduled meetings one day in advance and any problems or issues.
3. Organize and catalog filing for Facility Manager in conjunction with central and electronic filing system.
4. Follow-up and coordinate with other managers and offices within OFMM and DCAMM.
5. Work with Facility Manager and Operations Director to ensure compliance with DCAMM policies.
6. Compose and generate reports, documents, schedules and summary charts and tables using computer software or databases, under direction of Facility Manager. Review documents and data for accuracy, completeness, content and compliance with prescribed standards and maintain confidentiality at all times.
7. Plan, set-up, track and report out of state travel, travel reimbursement, car reservations and other supports for Facility Manager as needed.
8. Manage and coordinate special projects as assigned, developing plans in compliance with established timeframes.
9. Develop Power Point and other presentations for the Facility Manager.
10. Other related administrative duties as required to support the work of the Directors.
Valid driver's license.
Qualifications:
MINIMUM ENTRANCE REQUIREMENTS:
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.
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.
Preferred Qualifications:
• Proficiency in Microsoft Excel, Word and Power Point applications
• Ability to utilize creativity and resourcefulness to obtain information not readily available
• Ability to work well with others and stay calm under pressure
• Ability to learn new computer applications as required
• Knowledge of the Commonwealth’s purchasing, contracting and payment practices and procedures or an ability to learn new systems
• Ability to schedule and manage complex calendar in Microsoft Outlook
• Ability to multi-task and prioritize
• Ability to utilize creativity and resourcefulness to obtain information not readily available
• Ability to work well with others and stay calm under pressure
• Ability to learn new computer applications as required
• Knowledge of the Commonwealth’s purchasing, contracting and payment practices and procedures or an ability to learn new systems
• Ability to schedule and manage complex calendar in Microsoft Outlook
• Ability to multi-task and prioritize
Comments:
This is a Civil Service position.
How To Apply:
DCAM strongly encourages candidates to submit employment applications by the electronic process.
Below is the information to send applications by mail or fax:
Recruitment Office
Division of Capital Asset Management (DCAM)
One Ashburton Place, 15th floor
Boston, MA 02108
TTY 617-727-4050 - FAX 617-723-2723
PLEASE INCLUDE JOB POSTING ID ON ALL CORRESPONDENCE.
No calls please; send any inquiries by email to: jobs.dcam@state.ma.us
Below is the information to send applications by mail or fax:
Recruitment Office
Division of Capital Asset Management (DCAM)
One Ashburton Place, 15th floor
Boston, MA 02108
TTY 617-727-4050 - FAX 617-723-2723
PLEASE INCLUDE JOB POSTING ID ON ALL CORRESPONDENCE.
No calls please; send any inquiries by email to: jobs.dcam@state.ma.us
Agency Web Address:
Diversity Officer:
Diversity Officer
An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
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