Clerk IV, Acton Site Office

The Department of Mental Health is seeking a dynamic and energetic individual to perform clerical and administrative functions within the Acton Site Office. The selected candidate must be flexible, dependable, and interact well with professional staff, clerical support staff and clients. The primary responsibilities include but limited to; manages incoming calls for the Site by transferring calls to the appropriate staff and providing information to ensure the flow of communication throughout the Site. Please Note: This position is full time, 37.5 hours per week, 9:00am-5:00pm. Days off are Saturday and Sunday Duties and Responsibilities (these are a general summary and are not all inclusive): · Receives visitors by answering questions and directing them to their destination and/or notifying staff of their arrival to facilitate appointments. · Maintains Site Medical Record Room by organizing, filing, and retrieving medical records in accordance with Standard Record Filing System. · Schedule or arrange conferences, meetings, interviews, appointments or similar activities by reserving required facilities, checking the availability of parties involved and notifying appropriate individuals of dates, times and locations to ensure the availability of facilities and attendance by appropriate individuals · Responsible for handling incoming and outgoing mail. · Processes medical record requests according to current HIPPA Regulations. · Assists generating reports from Inform and MHIS for Site Director and Supervisors as needed. Enters data into MHIS as needed · Acts as back up to the Office Support Specialist as needed. · Maintains calendars for Conference/Interview rooms by logging appropriate information to determine eligibility. · Records, types and distributes meeting minutes of site-based meetings. · Performs other duties as required. Required Qualifications: * Possess experience using Microsoft Word, Excel, Access, and Outlook. * Excellent communication and interpersonal skills * Experience in taking accurate minutes * Ability to work in a fast-paced environment and prioritize duties independently. * Full knowledge of operating standard office equipment. * Ability to maintain a high degree of confidentiality. Preferred Qualifications: * Excellent Organizational skills * Demonstrate resourcefulness and attention to detail * Ability to prioritize and handle multiple tasks * Given the population served, bilingual or multilingual fluency DMH Mission Statement: The Department of Mental Health 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. 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 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 about this requisition, please contact Employment and Staffing Customer Service at View phone number on click.appcast.io, option 4. 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 office work, or (B) and 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 two years of 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. Job: * Administrative Services Organization: * Department of Mental Health Title: Clerk IV, Acton Site Office Location: Massachusetts-Acton - 35 Nagog Park Requisition ID: 260003G1