Clerk iii - pocasset mental health center

The Department of Mental Health is seeking a talented individual to fill a full-time clerical position to provide support for the Cape Cod and Islands Community Mental Health Center/Pocasset Mental Health Center. The successful candidate provides clerical support in aspects of office management and office administrative functions as required, solely and as part of a team. The incumbent will be required to compose letters, type forms and correspondence, data entry, compile statistical information and data reports, record minutes for various meetings and committees, medical record keeping, and maintain record keeping systems for the office. The Clerk assists with processing, distributing and inventory of supplies. This position provides back-up support to all programs at the Cape Cod and Islands Community Mental Health Center/Pocasset Mental Health Center, Medical Records, and at the Hyannis Site Office.

Please Note: The work schedule for this position will be 37.5 hours per week. The selected candidate will work 9am to 5pm. The days off are Sunday and Saturday.

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

• Answer phones in a consistently pleasant and appropriate manner and accurately assess level of need to interrupt staff with messages, refers clients to clinicians when possible.
• Composes and accurately types of 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.
• Responsible for prompt methodology of informing staff of emergencies such as codes.
• Maintains agenda for various center-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. May 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.
• Provides backup clerical support to all department/programs at the Cape Cod and Islands Community Mental Health Center/Pocasset, Medical Records, and the Hyannis Site Office.

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.

Preferred Qualifications:

• Experience working in a hospital/healthcare environment.

About the Cape Cod and the Islands Community Mental Health Center:

The CC&I CMHC provides comprehensive services to adults and children. Programs include a 16-bed acute in-patient unit, Case Management, Day Treatment Program, and Adult Community Clinical Services (ACCS). The CC&I CMHC is a Joint Commission certified facility. In all we always aspire to create an environment which promotes growth and independence for patients, families, and employee alike.

Learn more about our important work: https://www.mass.gov/locations/pocasset-mental-health-center

DMH Vision and Mission:

The Department of Mental Health, as the State Mental Health Authority, 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. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

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.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Executive Office of Health and Human Services, Human Resources at 1-800-510-4122, Option 4.

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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

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!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

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.