Job Description

　　The Executive Office of Health and Human Services (EOHHS) seeks qualified applicants for the position of Board of Hearings Administrative Secretary in the MassHealth Board of Hearings Unit. The Board of Hearings Administrative Secretary will handle all secretarial and administrative functions for the Director and the Board of Hearings, including receiving, screening, and responding to all incoming telephone calls, maintaining logs, performing data entry, scanning and maintaining case files, handling incoming mail, and assisting the Director with any Board related tasks, projects, and assignments.

　　DUTIES AND RESPONSIBILITIES (THESE ARE A GENERAL SUMMARY AND NOT ALL INCLUSIVE):

　　Prepare correspondence, forms, files, notices for processing, storage, or forwarding.Receive, screen, and respond to all incoming telephone calls.Take accurate and detailed messages, forward all telephone calls to appropriate personnel. Maintain daily log of incoming telephone calls. Perform data entry.Scan, save, and distribute case files.Assemble and mail outgoing correspondence or parcels.Receive, screen, and categorize incoming mail.Process all incoming mail for the office. Assist in maintaining office files and organization of filings, correspondence, and records according to established procedures in order to ensure accurate and complete information and retrieval of records.Handle scheduling for the Director. Exercise and maintain sound judgment and maintain confidentiality in handling all confidential material/information. Maintain numbered correspondence logs and ensures timely responses. Provide coverage for any unit in the office as needed.Assist in verifying accuracy of correspondence for the office, as directed by Director or other management staff.Operate standard office machines and equipment.Assist the Director with any board related tasks, assignments, or projects.

　　REQUIRED QUALIFICATIONS:

　　Knowledge of work task simplification methods.Knowledge in the use of methods for writing, preparing, and reading tables and reports.Ability to understand the regulations, policies, and procedures for the function of the Board of Hearings.Ability to understand the agency regulations, policies, and procedures.Ability to gather information, formulate questions, and/or make recommendations for resolution. Ability to maintain a staff calendar, accurate records, and reports.Ability to handle and respond to telephone calls in a professional and courteous manner.Ability to give written and oral instructions in a precise and understandable manner.Ability to establish rapport with others in a team setting.Ability to establish and maintain harmonious working relationships with others.Ability to adjust to varying or changing situations to meet emergency or changing program requirements.Ability to exercise sound judgment.Proficient use of Microsoft Office Software Programs; Ability to learn and access a variety of information systems supported by a variety of technological platforms.Ability to exercise discretion in handling confidential information.Knowledge of the principles, practices, and techniques of supervision.Maintain confidentiality and privacy in compliance with state and federal regulations. Ability to work in a professional and courteous manner.Ability to work in a fast-paced environment and prioritize duties independently.Ability to work in person/in office five days per week.

　　PREFFERED QUALIFICATIONS:

　　Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities and agency federal and state regulations. Knowledge of the organization structure of the Board of Hearings. Knowledge of the proper procedure for making and receiving inquiries for direct and subordinate hearing staff, public, the agency, and hearing officers. Use of agency specific equipment, forms, data, and systems.Knowledge of clerical office practices and procedures including office filing, typing and uses of office equipment and supplies, business letter and report preparation.Record of demonstrating strong customer service through a positive attitude of approachability, adaptability, problem solving and desire to support staff.Demonstrate ability to multi-task.Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff.

　　TO APPLY:

　　Please upload both Resume and Cover Letter for this position when applying. First consideration will be given to those applicants that apply within the first 14 days.

　　ABOUT MASSHEALTH:

　　To improve the health outcomes of our diverse members and their families by providing access to integrated health care services that promote sustainable & equitable health, well-being, independence and quality of life.

　　For more information about our agency and programs please visit: www.mass.gov/masshealth

　　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 visit http://www.mass.gov/hhs/cori

　　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.

　　If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form.

　　For questions, please the contact the Office of Human Resources at 1-800-510-4122 and select option #4.

　　Qualifications

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

　　MINIMUM ENTRANCE REQUIREMENTS:

　　Applicants must have a high school degree or equivalent and (A) at least five (5) years of full-time, or equivalent part-time, experience in clerical or secretarial work or (B) any equivalent combination of the required experience and substitutions below.

　　Substitution:

　　I. An Associate's degree may be substituted for two (2) years of the required experience.

　　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!

　　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.