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Clerical Specialist V

2 months ago

Framingham, Massachusetts, United States State of Massachusetts Full time

Job Summary:

The State of Massachusetts is seeking a highly skilled and organized individual to fill the role of Clerk V in the Department of Correction. As a key member of the team, you will be responsible for providing administrative support to the Superintendent's office, ensuring effective operations and compliance with existing standards.

Key Responsibilities:

  • Compose and type correspondences for the Superintendent's signature
  • Schedule appointments and maintain a filing system, including legal cases and incarcerated individual correspondences
  • Handle walk-in traffic and provide information and requests as needed
  • Ensure adequate phone coverage and handle incoming calls
  • Provide assistance to the Office Support Specialist II and Superintendent on a daily basis
  • Maintain and track a tickler system for correspondences requiring action
  • Attend, record, and transcribe meeting minutes in the absence of the Office Support Specialist II
  • Process office mail by reviewing, date stamping, and distributing to appropriate staff
  • Distribute correspondences to appropriate staff and ensure timely response to communication log entries
  • Log incarcerated individual-to-incarcerated individual correspondence requests and maintain a non-contact incarcerated individual database
  • Verify relationships between incarcerated individuals through the IMS system and type incarcerated individual grievance appeals in IMS
  • Receive and gather information for appeals for the Superintendent's review and decision

Qualifications:

  • Excellent organizational skills
  • Good oral and written communication skills
  • Ability to prioritize workload
  • Knowledge of operations of other departments in the institution through training programs and interrelated activities

Requirements:

  • At least four years of full-time, or equivalent part-time, experience in office work, with at least one year in a supervisory or administrative capacity
  • Equivalent combination of experience and substitutions, including a diploma from a recognized high school or vocational/technical high school, or a recognized non-degree granting business or secretarial school

Benefits:

  • Comprehensive benefits package
  • Opportunity to work for the State of Massachusetts
  • Equal opportunity employer