Receptionist

The Massachusetts Department of Public Healthxe2x80x99s (DPH) is seeking a individual to function as the receptionist for a multi-Bureau satellite office. This position will assist with answering telephones at DPH Marlborough Office and answer inquiries; greet visitors; prepare and mail outgoing correspondence; process large batches of incoming mail for staff; schedule use of conference rooms; monitor that conference rooms and training rooms are used appropriately and returned to proper condition; make copies; assist with filing and scanning. Duties and Responsibilities (these duties are a general summary and are not all inclusive): Answering internal & external telephone calls Greet visitors and follow appropriate procedures for building access. Prepare and mail outgoing correspondence and parcels including certified mail. Distribute incoming mail, packages, and interoffice mail to appropriate mailboxes. In the absence of the Site Administrator, assists staff with facilities issues which can be easily resolved and reaches out to DPH Facilities and Support Services for assistance for more serious issues. Assist with filing, shredding, and scanning as assigned. Update signage throughout the site. Schedule use of conference rooms and training rooms for DPH staff and approved external partners. Maintain accurate DPH Marlborough site telephone directory. Required Qualifications: Able to understand and apply the laws, rules, policies, and procedures. Capable to handle confidential materials and work in a professional and courteous manner. Ability to use proper grammar, punctuation, and spelling. Capacity to work accurately with names, numbers, codes and/or symbols to word process at 35 words per minute. Able to operate general office equipment, copying machines, telephones, and similar equipment. Preferred Qualifications: Capacity to maintain systems to facilitate workflow; demonstrated skills prioritizing and organizing workload. Superb attention to detail and accuracy, including the use of proper grammar, punctuation, spelling, data, and numbers. Demonstrated ability to multi-task, work under pressure and perform a variety of tasks in a fast-paced, deadline-driven environment. Excellent interpersonal and communication skills with the aptitude to work independently and collaborate with multiple staff including providers. Proficiency in using Microsoft Office products such as Word, Excel, Outlook, and PowerPoint. About the Department of Public Health: The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth. We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities. DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems. More information can be found at: MA Department of Public 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 Education, licensure and certifications will be verified in accordance with the Human Resources Divisionxe2x80x99s 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 Commonwealthxe2x80x99s 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 regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. # 4 Qualifications First consideration will be given to those applicants that apply within the first 14 days. Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) and equivalent combination of the required experience and the substitutions below: I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. * II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. * III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. * IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience.* Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed. 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! COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. 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. Official Title: Clerk IV Primary Location: United States-Massachusetts-Marlborough – 67 Forest Street Job: Administrative Services Agency: Department of Public Health Schedule: Full-time Shift: Day Job Posting: Mar 6, 2024, 9:06:55 AM Number of Openings: 1 Salary: 48,776.00 – 64,681.50 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Luciana Hayner / luciana.m.hayner@mass.gov – 6177128265 Bargaining Unit: 01-NAGE – Clerical/Administrative Confidential: No Potentially Eligible for a Hybrid Work Schedule: No