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Tewksbury Hospital under the Department of Public Health (DPH) is currently hiring for the position of Facilities Office Support Specialist – Facilities Department. Tewksbury Hospital is a 370 bed Joint Commission accredited hospital. The hospital provides comprehensive treatment, care, and comfort to adults with medical and/or mental illnesses. The Facilities Office Support Specialist assists theDirector ofFacilities andFacilities Coordinator in allfunctions providing support and assistance tothefacility anddirectly tothedepartments encompassed under theFacilities Department. Ensuresofficeactivitiesareoperationalandincompliancewithstandardsandguidelines.Performsother job-related duties assigned by supervisor. * * *Please Note*: This position is 37.5 hours per week, working first shift (7:30am– 3:30pm). The days off are Saturday and Sunday. *_Duties and Responsibilities (these duties are a general summary and not all inclusive):_* * AssistFacilities Coordinator/DirectorofFacilitiesinalldailyoperations. * Typeandmaintaindepartmentprocedures,policiesandotherdocumentationtoensureeffective operations andcompliance withTheJointCommission Standards, applicable Massachusetts General Laws and other regulatory and accreditation agencies * Assistwiththemonitoringanddatacollectionprocessesforvariouscompliance issuesand regulatory conformances for the Facilities Department. * Assist theFacilities department with Mass Careers hiring process/onboarding,which includes settingupinterviews, referencescheck,inputtingallrequiredformsintoMassCareersandother related items as necessary as directed by supervisor or Director. * Assistinensuringthatcontractors/vendorscomplywithTewksburyHospitalpoliciesandprocedures. * Assistandcompileonaroutinebasiscapitalencumbrancesandprojectsforthereviewby the Facilities coordinator and Director ofFacilities Management. * Compileallnecessarydocuments/componentsforspecificationsrequired forpublicbidding. * Schedulemeetings anddocumentminutesfordaily/weekly/monthlymeetingsandevents. * Coordinateemployeetimeoffrequestsanddepartmentstaffcalendar. * Maintaininternalspreadsheets relatedtofacilitiesmanagementpurchasing. * MaintainallformsforFacilitiesdepartmentsandmaintainalldatainputlogs. * Attendcommittees/meetingswhendirectedbysupervisor and/orDirectorofFacilityManagement, such as EOC monthly meetings. * Coordinate,monitorandtrackNationalRecallAlertsystemforthefacility andJoint Commission review. * CoordinatethesubmissionofEPRSperformanceandgoalsfordepartmentemployees. * CoordinateandmonitorFacilityAssetManagementInformationSystem(CAMIS).Generate reports, such aspreventive maintenance and work orders for Tewksbury Hospital. * ResponsibleforadministrativesupportinvariousformstotheDivision ofFacilities astheyrelate to Tewksbury Hospital planned and unplanned operations. * MaintainpurchasingandreceivingrecordsforalldepartmentsencompassedbytheDivisionofFacilities. * Operatevariousequipmentandsoftwaresuchascomputers,datadisplayterminals,printers,faxmachines,copiers,facilityswitchboard(asrequired),windows(variousversions),paging software (various versions) etc. * Scheduleappointments,usingavarietyofmediaincluding butnotlimitedtoe-mail,PC based calendar, written schedule, etc. * ResponsibleforansweringroutineandemergencyFacilitiesManagementcallsand dispatching appropriate personnel to the areas ofconcern. * Assistotherdepartmentsasdeterminedand/orapprovedbytheDirectorofFacilities. * Performotherjob-relateddutiesasassignedbysupervisor. *_Required Qualifications:_* * Abilitytocommunicateeffectively. * Abilitytowriteconcisely,expressthoughtsclearlyanddevelopideasinalogicalsequence. * Abilitytousepropergrammar, punctuationandspelling. * Abilitytomakerecommendations. * Abilitytomulti-taskandprioritize. * Abilitytopreparedocumentsandreportsaccurately. * Abilitytoassistcustomersofdiversebackgrounds. * Abilitytofollowguidelinesandprocedures. * Knowledgeofsoftwareapplicationssuchasdesktoppublishing,projectmanagement, spreadsheetsand database management. * Abilitytoworkindependentlyandinteams. *Organizational skills * * Knowledgeofthelaws,rules,regulations,policies,procedures,specifications, standards, andguidelines governing assigned agency orunit activities. * Knowledgeofthetypesandusesofagencydatabases,documentsandfiles. * Knowledgeofstatelaws,proceduresandguidelines. *_About Tewksbury Hospital:_*__ Tewksbury Hospital offers a broad range of services, including a physician on site at all times, around-the-clock nursing care, rehabilitation services including physical therapy, occupational therapy, and speech therapy, psychology services, social services, nutritional services, and an on-site dialysis clinic. Learn more about our important work: https://www.mass.gov/locations/tewksbury-hospital *_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 Division’s 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 Commonwealth’s website. For questions about this requisition, please contact EOHHS Employment and Staffing Customer Service at1-800-510-4122, option 4. Questions or issues regarding access/login credentials to MassCareers, please contact the Mass HR ESC at 617-979-8500. 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 *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. Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range. _*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! Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza. *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. **Job:** **Administrative Services* **Organization:** **Department of Public Health* **Title:** *Facilities Office Support Specialist * **Location:** *Massachusetts-Tewksbury-365 East Street* **Requisition ID:** *2500045A*