Office Support Specialist I

The Department of Fire Services provides firefighter training, public education, fire prevention, code enforcement, licensing, fire investigation, hazardous material response, and emergency response.  The agency is comprised of the following business areas:  the Office of the State Fire Marshal (Legal, Public Information, Fire Investigation Unit, Cigarette Compliance, Information Technology, and Grants), the MA Firefighting Academy, the Hazardous Materials Response Division, the Fire Safety Division, and the Administrative Services Division (Human Resources, Fiscal and Capital Asset Management).  The agency's headquarters are in Stow, MA, with regional facilities in Springfield MA and Bridgewater MA. 

The MA Firefighting Academy is seeking to fill one vacancy on their registration team.  The position provides administrative support to training program coordinators and assist in scheduling, student application and registration and student record-keeping.  Major duties and responsibilities include:

• Process student registrations for courses, certification exams and other learning activities; verify that prerequisites are met and all supporting documentation is complete; contact students if needed for additional information or clarification.
• Assist with validation of training sessions created by program coordinators.
• Assist in maintaining  the accuracy of the Learning Management System (LMS) database activity file information including: status, file attachments, member/non-member costs, OEMS, FCC & FPO hours, prerequisites, equivalencies, certificates, and evaluations.
• Manage LMS session features including; wait lists, session status, capacity, reserved seats, deadlines, evaluations.
• Provide information to program coordinators for priority course selections.
• Liaison to crib room staff for resolution of equipment and resource conflicts.
• Assist program coordinators with session changes and cancellations.
• Apply proper student attendance status from the course roster.
• Close training sessions upon course completion.
• Provide student training history upon request.
• Additional duties that may be required for the program area(s) assigned; i.e., coordination of orientations and/or graduation ceremonies, tracking student data, scheduling and scoring exams.
• Draft, prepare and send correspondence (written and electronic).
• Prepare and analyze reports.
• Provide customer service and respond to inquiries relative to the Learning Management System (externally and internally); and perform related work as required.
• Provide administrative support to the Registration Coordinator as needed for, but not limited to, budgeting, statistical reporting and special projects.
• Ensure that work processes are in compliance with policies and regulations established by authorities such as Massachusetts General Law, the Massachusetts Fire Training Council, and the ProBoard.
• General office duties as required by the division; ordering supplies, and updating forms.
• Provide backup to other registration staff.

*A cover letter and resume expressing your interest in this position must be submitted as part of the application process.  These documents must be specifically attached to the job requisition for which you are applying.

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