The Recovery from Addictions Program (RAP), operated by the Department of Mental Health (DMH), is seeking a dynamic, self-motivated, and experienced individual who will function as an Office Support Specialist with a primary focus on data entry and medical records. The selected candidate will provide support, coordination, and entry of data to the Virtual Gateway system for the Recovery from Addictions Program. The incumbent will handle tracking and monitoring the submission of information to ensure completeness and compliance, and will ensure all client intake, enrollment, and disenrollment forms are entered into the Virtual Gateway system. The incumbent will also provide guidance and on-the-job training to newly hired employees as required.

Please Note: This position is 37.5 hours per week. The selected candidate will work from 9:00 a.m. to 5:00 p.m. Monday through Friday. The days off are Sunday and Saturday.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Collects Intake, Enrollment, and Disenrollment forms for the Program.
• Reviews forms for completeness; follow-up on missing data fields by contacting the appropriate RAP staff to obtain the required information to complete the form.
• Ensures that all forms are completed, and appropriate signatures are in place before entering into the system.
• Runs reports to obtain any missing data to complete forms and data entry.
• Correctly enters all forms in the Virtual Gateway in accordance with established procedures.
• Trains staff on how to properly complete the Intake, Enrollment, and Disenrollment forms.
• Assists with medical record dept. functions including census reconciliation, MHIS data entry, record analysis, creation of statistical information and filing as needed.
• Types and proofreads material such as correspondence, memoranda, forms, lists, and reports from rough draft or straight copy.
• Operates standard office machines and equipment to complete assigned duties.
• Attends mandatory training as required.
• Performs related clerical tasks as required.
• Performs other duties as assigned.

Required Qualifications:

• 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 make recommendations.
• Ability to multitask and prioritize.
• Ability to prepare documents and reports accurately.
• Ability to follow guidelines and procedures.
• Knowledge of Microsoft Office Suite and software programs necessary to support the Program.
• Ability to become well versed with databases used at Program.
• Ability to work independently and in teams.
• Great time management skills.
• Great organizational skills.
• Interpersonal skills and an ability to collaborate with staff at all levels.

About the Recovery from Addictions Program (RAP):
The Department of Mental Health (DMH) in collaboration with the Department of Public Health (DPH) Bureau of Substance Addiction Services operates a statewide Recovery from Addictions Program (RAP) for individuals civilly committed by the courts for substance use treatment for up to 90 days (“Section 35 commitment”).

The program model will provide acute detoxification and early clinical stabilization services as we help clients develop community-based linkages to outpatient supports and substance use disorder treatment providers. The individuals treated within this program will be linked upon discharge to a range of services within the DPH continuum of care for substance use conditions. RAP provides administrative, medical, clinical, and non-clinical services. Its mission to provide quality client-centered care and recovery-oriented treatment.

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.

Learn More: https://www.mass.gov/orgs/massachusetts-department-of-mental-health

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.

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

First consideration will be given to those applicants that apply within the first 14 days.
Office Support Specialist I:
Applicants must have at least (A) two 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 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.

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.

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