What are the responsibilities and job description for the Environmental Service Office Support position at DPH-Tewksbury Hospital?
Tewksbury Hospital under the Department of Public Health (DPH), a 370 bed Joint Commission accredited hospital, is currently hiring for the position of Environmental Service Office Support for its Environmental Services Department (EVS). The hospital provides a broad treatment of care and comfort to adults with medical and/or mental illnesses.
The EVS Office Support provides clerical support to the departments reporting to Environmental Services, including but not limited to, answering the telephone and radio staff as necessary, ensuring day-to-day documents/forms are readily available, and data entry to maintain multiple databases.
Please Note: This position is 37.5 hours per week during the day shift; Monday through Friday, from 7:00am to 3:30pm with a 1 hour lunch.
Detailed Statement of Duties and Responsibilities:
- Answers telephone calls for the department by taking messages, transferring calls and providing information so all inquiries/calls are processed, prioritized and communicated/given to the appropriate departmental personnel.
- Maintains and edits daily housekeeping schedule.
- Receives and makes radio calls to communicate with departmental staff members and other facility staff who utilize this method of communication.
- Creates and maintains purchase orders for department supplies, ordering approved supplies
- Ensures Pest Control log is updated for vendor schedule bi-weekly services.
- Performs data entry of daily laundry stats and weekly linen rental stats.
- Ensuring all routine forms & documentation is ready and available for departmental staff use.
- Acts as liaison between environmental services staff and other hospital departments. . Schedules or arranges conferences, meetings, interviews, appointments, or similar activities by reserving required facilities, checking the availability of parties involved and notifying appropriate individuals of dates, times and locations to ensure the availability of facilities and attendance by appropriate individuals.
- Maintains files and records including but not limited to personnel, payroll, confidential records, telephone call logs, policy/procedure manuals, general departmental information logs, correspondence, contracts, tickler flies, etc.
- Types and proofreads material for grammatical, punctuation and spelling errors and for proper format, accuracy and completeness.
- Complies with all applicable state and federal laws including the Health Insurance Portability and Accountability Act (HIPAA) regulations which govern privacy and confidentiality information about patients.
- Assists the hiring manager with reviewing vacant positions within the department.
- Ensures monthly management logbooks are accurate and readily available.
- Completes data entry for the Materials Management portion of the Electronic Health Record, including preparing monthly reports.
- Performs other work-related tasks as assigned and operationally necessary for the department’s reporting to Environmental Services.
Required Qualifications:
- Working knowledge of Microsoft Office products/platform and MEDITECH software.
- Talent for communicating effectively and diplomatically, fostering harmonious working relationships, exercising discretion in handling confidential information and maintaining professional demeanor in a fast-paced environment.
- Proficient organizational skills and ability to prioritize multiple tasks effectively, work independently and exercise sound judgement.
- Skilled in preparing documents and reports accurately.
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 at 1-800-510-4122, 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.
