Office Support Specialist I

State of Massachusetts Boston, MA
The Division of Professional Licensure ("Division" or "DPL") is responsible for licensing and regulating more than 39 boards of registration, as well as the Office of Public Safety and Inspections, and the Office of Private Occupational School Education. Collectively, DPL licenses and regulates more than 580,000 individuals, businesses, and schools to engage in some 167 trades and professions in Massachusetts.

The Office Support Specialist I primary duties will be:

* Process license and renewal applications, including logging, reviewing, and assessing qualifications for licensure and notifying applicant of status; Input application data necessary for issuing a license when appropriate; Produce certified statements of licensure.

* Schedule Board meetings in conjunction with the Boards and ED; Provide notes and other appropriate materials in preparation for a Board meeting and coordinate mailings to Board members in a timely fashion; Notify appropriate parties of Board meetings and, when necessary, changes to meeting dates; Assist the AED/ED and Board Secretaries in preparation and maintenance of all Board meeting minutes. This includes taking notes at meetings, preparing formal word documents from notes, and ensuring compliance with DPL polices on minutes.

* Assist with the follow up business from Board meetings, in timely fashion. This includes informing interested parties of decisions made, processing Board business, forwarding cases reviewed, and posting policies decided upon.

* Act as liaison between the Board, licensees and the public. This includes, but is not limited to, answering routine office correspondence relative to Board regulations, policies, licensing laws, complaints and applications processes.

* Maintain files and records such as complaints, correspondence, electronic records, and telephonic responses/inquiries.

* Assist in keeping accurate information available to the public. This includes coordinating with webmaster regarding postings on the website, maintaining up to date applications, and informing identified parties of meeting cancellations.

* Receive walk-in, written, telephonic, and e-mail inquiries; Answer and/or refer to appropriate parties for action in a timely fashion.

* As directed, compose letters, memoranda, and reports; review these documents for completeness, content, typographical errors, and compliance with regulatory and statutory guidance.

* In conjunction with AED/ED, conduct continuing education audits, which include notifying licensees, reviewing audit material submitted, and following through with Board actions when appropriate.

* Process license applications, including logging and notifying applicants of status and/or preparing for board review; Input and download data necessary for issuing a license when appropriate.

* Act as a liaison with examination vendors, which includes receiving exam scores, rosters, submitting approved applicants for examination, and coordinating exam processes with vendors.

* Review, analyze, and update statistical data concerning board activities; Includes auditing of vendor data/license downloads.

* Perform related duties as assigned, including assisting other Board Unit staff when necessary.

All applicants should attach a cover letter and resume to their online submission for this position.

The non-negotiable annual salary for this position is $43,208.88 (NAGE Unit 1, Grade 15A, Step 1).

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days (July 26, 2018).

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:


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.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.