Tuesday , January 31 2023

Office Support Specialist II – Ma State Jobs

Website State of Massachusetts

Job Description:

The Department of Conservation and Recreation manages one of the largest and most diverse state parks systems in the nation and protects and enhances natural resources and outdoor recreational opportunities throughout Massachusetts. DCR is a dynamic agency, and is one of the largest park systems in the nation. The DCR system includes over 450,000 acres of parks, forests, water supply protection lands, beaches, lakes, ponds, playgrounds, swimming pools, golf courses, skating rinks, trails and parkways.

Job Responsibilities:

  • Maintains liaison with various local, state and federal agencies and other to exchange information, to resolve problems and to coordinate activities.
  • Responds to inquiries in order to provide information concerning assigned unit activities.
  • Schedules and attends meetings. Maintains electronic meeting and event calendars.
  • Creates and maintains database, spreadsheet and word processing files.
  • Conducts research. Confers with agency staff in order to exchange information, to coordinate efforts and to obtain information concerning agency programs and activities.
  • Responsible for responding to phone calls and directing calls to appropriate personnel and/or resolving issues pertaining to calls.
  • Responds to inquiries and provides information to internal and external contacts.
  • Coordinates unit or department programs and activities (e.g., trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).
  • Ensures office activities are operational and in compliance with standards or guidelines.
  • Provide training to newly hired employees.
  • Provides administrative support to assigned personnel. Compose letters/reports and review documents for completeness, content and compliance with regulatory and legal standards.
  • Supervise the work performed of and assigned to clerical or technical personnel.
  • Acts as liaison with local, state and federal agencies to exchange information and coordinate activities.
  • Monitors activities at the Regional Office to ensure effective operations and compliance with established standards.
  • Oversee the coordination of office activities, meetings and events.
  • Uses computer software or databases to prepare reports and compile data.
  • Responsible for the organization and upkeep of detailed filing systems/file rooms.
  • Review, analyze and prepare reports concerning assigned unit activities in order to improve work methods, determine progress, revise established procedures and/or to provide information to superiors.

Job Requirements:

  • Ability to be a self starter, working with minimal supervision.
  • Familiarity with processing of employment papers for seasonal and year-round and seasonal staff, termination papers on seasonal and year-round staff and development and maintaining region seasonal roster.
  • Ability to exercise discretion in handling confidential information.
  • 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 prepare documents and reports accurately.
  • Ability to work in a multi faceted, fast paced team environment.
  • Ability to assist customers of diverse backgrounds.
  • Ability to follow guidelines and procedures.
  • Ability to establish and maintain harmonious working relationships with others.
  • Knowledge of computer relates skills: Microsoft Excel, Microsoft Word, Microsoft Access.
  • Familiarity with HRCMS system for data entry/inquiries and oversee processing of paperwork for hires, transfers, promotions etc.
  • Knowledge of software applications such as desktop publishing, project management, spreadsheets and database management.
  • Knowledge of and familiarity with working with MMARS
  • Knowledge of databases including data entry, building and executing queries.
  • Ability to make recommendations and to multi-task and prioritize.

Job Details:

Company: State of Massachusetts

Vacancy Type: Full Time

Job Location: Lowell, MA, US

Application Deadline: N/A

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