Job Description
The Massachusetts State Police is the principal statewide law enforcement agency in the Commonwealth. We are seeking an enthusiastic and qualified individual to fill the position of Office Support Specialist I to provide administrative and office support to the Human Resources Unit by assisting with tasks in various office functions to ensure efficient day-to-day operations. This role is essential in maintaining accurate employee records and supporting team members in their daily activities.
Duties and Responsibilities:
• Assist with fulfilling requests for human resource records, including, but not limited to, personnel files and employee folders; conducting periodic reviews and audits for several types of record categories; preparing files and scheduling appointments.
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• Work with other units in Human Resources to conduct research and compile information as necessary.
• Monitor, track, and respond to human resource record requests for information.
• Maintain, analyze and update human resource related data entry using databases and spreadsheets.
• Gather responsive record information for review and distribute as necessary.
• Ensure the accuracy, consistency, and completeness of employee data while maintaining the integrity of confidential information and documentation.
• Assist with administrative functions such as: photocopying, processing mail, filing, greeting visitors, data-entry, responding to inquiries, directing callers to appropriate personnel, etc.
• Filing and sorting various personnel information and documents.
• Assist with reception coverage at Human Resources and General Headquarters, as needed.
• Provide customer service and respond to inquiries professionally.
• Draft, prepare and send correspondence (written and electronic).
• Review, update and reconcile data for accuracy.
• Assist with office, kitchen, copier, and other supplies as needed.
• Follow documented processes and provide recommendations.
• Adhere to policies and procedures as related to Commonwealth, State Police, Human Resource and Personally Identifiable Information (PII) laws, rules, regulations.
• Perform other duties as directed.
Preferred Qualifications:
• Knowledge of principles and practices of office and records management.
• Excellent written, oral, and digital communication skills.
• Familiarity with PII regulations as it relates to Human Resources
• Exceptional customer service experience
• Ability to follow written and oral instructions
• Excellent organizational skills.
• Knowledge of and the ability to maintain standard electronic filing systems and records.
• Ability to think creatively, analytically, and to work proficiently
• Ability to deal tactfully with others, maintain harmonious working relationships and establish rapport with people from different ethnic, cultural and/or economic backgrounds.
• Proficient usage of Microsoft Office products including Excel and Outlook and other software programs.
• Ability to reconcile and inspect records by following processes
• Ability to work accurately with names, numbers, codes and/or symbols.
• Ability to prepare reports.
• Ability to maintain accurate and complete records.
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.
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.