Job Description
The Department of Fire Services is seeking to fill the position of Office Support Specialist within our Hazardous Materials Emergency Response Division. The division oversees the operation of regional Hazardous Materials (Hazmat) response teams and Special Operations assets throughout the state. These specialized services allow local fire departments to protect their personnel, the public, the environment, and property.
The Office Support Specialist provides primary administrative support the to office of the Director of Hazmat Response and Special Operations Division with the Department of Fire Services. The position serves as the first point of contact for all visitors, telephone coverage, types and edits reports, copies and files information, tracks information and inventory, and assists the Director, the Deputies, Program Coordinator III and other staff with general office duties.
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Duties include:
- Provide administrative support to division, including organizing, composing, and preparing forms, documents, spreadsheets, databases, power point presentations and/or other similar materials.
- Follow division procedures, checklists or other appropriate guidance to validate the completeness and accuracy of routine forms and documents (such as invoices and purchase requisitions) and ensure that all necessary supporting documentation has been organized and compiled before routing such documents for approvals and/or processing.
- Checks the accuracy of typed and printed material by proofreading or editing to ensure proper form and conformance with original data.
- Compile and maintain monthly credit card transaction logs for the Director and Deputy Directors.
- Coordinate schedules for staff, equipment, conference rooms or other assigned resources and maintain electronic meeting and event calendars.
- Coordinate division activities such as trainings, MS Teams meetings, travel reservations and approvals, seminars, webinars, and other events and activities.
- Schedules and attends meetings; prepares and distributes meeting materials including agendas and meeting minutes; posts open meeting notice and minutes on DFS website.
- Perform supports tasks such as filing, answering and screening phone calls, greeting visitors, ordering supplies, copying, faxing, mailing, etc., and assisting with the day-to-day operations of the office.
- Conduct research including but not limited to the status of financial transactions, comparison of expenditures, contract expiration dates, information and guidance on how to use statewide and/or DFS contracts, and gathering information about potential suppliers, products and services.
- Primary initial contact for all Public Records request for Division.
- Use computer software or databases to prepare reports and compile data for division.
- Ensure division office activities are operational and in compliance with standards or guidelines.
- Other duties as assigned.
The primary work location for this role will be at 1 State Road, Stow, Massachusetts. Where appropriate, DFS offers a hybrid work model, consisting of in-office and telework to further enhance the work/life balance of its employees. The successful candidate would be required to work primary on site during the initial training and orientation period before telework may be offered and/or for certain positions, telework may not be appropriate.
Qualifications
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.
Preferred 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 multi-task and prioritize
- Ability to prepare documents and reports accurately
- Ability to assist customers of diverse backgrounds
- Ability to follow guidelines and procedures
- Knowledge of software applications such as MS Suite, desktop publishing, project management, spreadsheets, and database management
- Ability to work independently and in teams
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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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.