Administrative Support Supervisor (Office Support Specialist II) - Recovery from Addictions Program

The Recovery from Addictions Program (RAP) operated by the Department of Mental Health (DMH) is seeking a dynamic, self-motivated, and experienced individual for an Office Support Specialist II position who will function as the Administrative Support Supervisor, overseeing the administrative support functions for the program's administrative office. Our ideal candidate must have attention to detail, ability to multi-task, and ability to provide verbal and written communication effectively. The incumbent will oversee the coordination of office activities, meetings, events, arrange meetings with internal and external contacts, respond to inquiries timely and accurately, and maintain conference/shared room reservations. The selected candidate will be preparing and analyzing correspondence, reports, and other materials as needed. The candidate will provide on the job training to newly hired employees, and guidance and functional supervision to personnel, including interns, as required. 

Please Note: The selected candidate will work 37.5 hours on first shift, from 8:30AM to 4:30PM, Monday through Friday. The days off are Sunday and Saturday.

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

• Provides administrative support to the Program Administration Office.
• Ensures office operations comply with standards or guidelines.
• Provides supervision to assigned staff including completing performance evaluations.
• Works with all departments with program to ensure new procedures, regulations and policies are received and distributed within required timeframes.
• Returns clients belongings that were left at program maintaining log of correspondence.
• Maintains discretion in handling confidential information.
• Participates in hiring and provides supervision to support staff interns.
• Manages Conference room reservations, books, and forms.
• Oversees the maintenance of all copy machines within the Program.
• Schedules and attends meetings and records minutes.
• Maintains electronic meeting and event calendars.
• Uses computer software or databases to prepare reports and compile data.
• Submits required data to Central Office according to guidelines.
• Creates and maintains database and spreadsheet files. 
• Responds to inquiries and provides information to internal and external contacts in accordance with established policies procedures and regulations.
• Coordinates unit or department programs and activities (e.g., trainings, seminars, teleconferences, employee recognition activities, recruitment and retention efforts).
• Delivers mail to appropriate parties.
• Submits paperwork for new employees for e-mail/phone/and computer access and other needed network changes.
• Acts as backup to other administrative support staff.
• Provides all other duties as necessary and assigned.

Required Qualifications:

• Ability to maintain confidentially.
• 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 guid