Office Support Specialist
Commonwealth of Massachusetts
Office Support Specialist
Commonwealth of Massachusetts
State government provides public services
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES\:
The Transitional Services Unit Office Support Specialist (TSU OSS) performs administrative support functions such as preparing and analyzing correspondence, reports and other materials as needed; arranges meetings with internal and external contacts; responds to inquiries, assists in various office programs and performs related work as required. The TSU OSS is expected to be highly competent with attention to detail, have the ability to multi-task, and provide verbal and written communication effectively, and maintain the confidentiality of all information obtained throughout their duties.
The TSU OSS creates initial client files to include access to CJIS printouts and contacts all law enforcement agencies to collect all applicable reports, searches State Facility and House of Correction databases for case-relevant documents (Disciplinary Reports, Classification Reports, Personalized Program Plans and evaluation information (psychological/medical reports). The TSU OSS accurately organizes and maintains the Institutional Parole Offices hard copy and digital formatted filing systems . This also includes assisting staff with tracking and cataloging recorded hearings.
Incumbents in this position inputs hearing results and home plan information into the SPIRIT Database, and/or other related database(s). Also submits applicable information to other Parole Units or Correctional Staff. The incumbent of this position will also perform and assist with job related research tasks, as assigned.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES\:
1. Provides administrative support to assigned personnel and Institutional Parole Offices.
2. Responsible for screening Institutional Parole Office phone calls as necessary.
3. Schedules and attends meetings as required and maintains electronic meeting and event calendars.
4. Assists with, compiles data from, and conducts research tasks as assigned.
5. Assists the IPO and TPO in obtaining all file information, e.g., police report(s), court records, correctional facility records, etc.
6. Utilizes the Agency’s case management SPIRIT Database, and/or other related database(s) to enter data and demographic information for all inmates/clients.
7. Assists the Institutional Parole Officer (IPO) and Transitional Parole Officer(s) (TPO) in entering all hearing information in the SPIRIT Database, and/or other database(s).
8. Uses various computer software and databases to compile and maintain data, spreadsheets, and prepare reports.
9. Responds to inquiries and provides information to internal and external contacts, which includes liaising with local, state, and federal agencies to exchange information and coordinate Parole Agency related activities.
10. Organizes and maintains the Institutional Parole Offices hard copy and digital formatted filing systems. May also be required to assist with these filing systems/file rooms at the Central Parole Office.
11. Assists the IPO and TPO in keeping, tracking and cataloging hearing recordings.
12. Utilizes the Department of Criminal Justice Information Services (DCJIS) system to support Parole Board staff in verifying criminal offender record information (CORI), via Board of Probation (BOP) and related checks.
13. Other related duties as required.
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES\:
The Transitional Services Unit Office Support Specialist (TSU OSS) performs administrative support functions such as preparing and analyzing correspondence, reports and other materials as needed; arranges meetings with internal and external contacts; responds to inquiries, assists in various office programs and performs related work as required. The TSU OSS is expected to be highly competent with attention to detail, have the ability to multi-task, and provide verbal and written communication effectively, and maintain the confidentiality of all information obtained throughout their duties.
The TSU OSS creates initial client files to include access to CJIS printouts and contacts all law enforcement agencies to collect all applicable reports, searches State Facility and House of Correction databases for case-relevant documents (Disciplinary Reports, Classification Reports, Personalized Program Plans and evaluation information (psychological/medical reports). The TSU OSS accurately organizes and maintains the Institutional Parole Offices hard copy and digital formatted filing systems . This also includes assisting staff with tracking and cataloging recorded hearings.
Incumbents in this position inputs hearing results and home plan information into the SPIRIT Database, and/or other related database(s). Also submits applicable information to other Parole Units or Correctional Staff. The incumbent of this position will also perform and assist with job related research tasks, as assigned.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES\:
1. Provides administrative support to assigned personnel and Institutional Parole Offices.
2. Responsible for screening Institutional Parole Office phone calls as necessary.
3. Schedules and attends meetings as required and maintains electronic meeting and event calendars.
4. Assists with, compiles data from, and conducts research tasks as assigned.
5. Assists the IPO and TPO in obtaining all file information, e.g., police report(s), court records, correctional facility records, etc.
6. Utilizes the Agency’s case management SPIRIT Database, and/or other related database(s) to enter data and demographic information for all inmates/clients.
7. Assists the Institutional Parole Officer (IPO) and Transitional Parole Officer(s) (TPO) in entering all hearing information in the SPIRIT Database, and/or other database(s).
8. Uses various computer software and databases to compile and maintain data, spreadsheets, and prepare reports.
9. Responds to inquiries and provides information to internal and external contacts, which includes liaising with local, state, and federal agencies to exchange information and coordinate Parole Agency related activities.
10. Organizes and maintains the Institutional Parole Offices hard copy and digital formatted filing systems. May also be required to assist with these filing systems/file rooms at the Central Parole Office.
11. Assists the IPO and TPO in keeping, tracking and cataloging hearing recordings.
12. Utilizes the Department of Criminal Justice Information Services (DCJIS) system to support Parole Board staff in verifying criminal offender record information (CORI), via Board of Probation (BOP) and related checks.
13. Other related duties as required.
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 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.
Want the specifics?Explore our Employee Benefits and Rewards!
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.
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 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.
Want the specifics?Explore our Employee Benefits and Rewards!
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.
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State government provides public services
The Commonwealth of Massachusetts runs state government operations to deliver public services and enforce laws for residents and communities. It provides programs and services through agencies and online portals, and residents interact by applying for benefits, renewing licenses, paying fees, or accessing records. Unlike private companies, it is funded by public funds and guided by policy, accountability, and transparency to serve all residents rather than shareholders. Its goal is to improve people’s lives by implementing legislative actions and delivering reliable, efficient public services.
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