Job Description
The Massachusetts State Police (MSP) 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 and the Division of Administrative Services (DAS) by coordinating and monitoring office functions and activities to ensure efficient day-to-day operations and compliance with established standards.
Duties and Responsibilities:
- Process, track and monitor information regarding student interns; verify all supporting documentation is complete, and correspond with interns as needed.
- Coordinates the activities involved with the internship program, and tracks intern timesheets.
- Assists 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.
- Works with other units in Human Resources to conduct research and compile information as necessary.
- Maintain, analyze and update human resource related data entry using databases and spreadsheets.
- Prepare administrative reports to management for review and distribute as necessary.
- Assists with administrative functions such as: photocopying, postage mail, filing, greeting visitors, sorting mail, data-entry, responding to inquiries, directing callers to appropriate personnel, etc.
- Serves as a backup for producing official photo identification cards and credentials.
- Provides daily support with reception and phone coverage.
- Assists with tracking reservation of conference room space at General Headquarters, updating reservation information and evaluating scheduling conflicts or discrepancies as needed.
- Provide customer service and respond to inquiries.
- Draft, prepare and send correspondence (written and electronic).
- Performs all other duties as requested.
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Preferred Qualifications:
- Excellent written, oral, and digital communication skills.
- Exceptional customer service experience
- Excellent time management and organizational skills.
- Knowledge and the ability to maintain standard electronic filing systems and records.
- Ability to think creatively, analytically, and to work proficiently
- Ability to deal tactfully, maintain harmonious working relationships with others 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.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements:
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.