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LEGAL:The Disabled Persons Protection Commission (DPPC) is an independent agency of the Commonwealth of Massachusetts which conducts investigations of abuse of adults with disabilities between the ages of 18 to 59, oversees those investigations conducted by other agencies, and oversees the remediation of abuse.The mission of the DPPC is to protect adults with disabilities from the abusive acts and omissions of their caregivers through investigation, prevention, and public awareness. The DPPC is currently seeking to fill an Office Support Specialist II position. The Office Support Specialist for the Legal Unit will assist in all aspects of its operations, including document retention and dissemination; litigation support; the Abuser Registry; and general administrative tasks. Description of Duties: • Redacting investigation reports for distribution to data subjects of an investigation. • Generating notifications to data subjects of an investigation. • Receiving and processing administrative appeals, known as petitions for review. • Processing and disseminating decisions on petitions for review. • Processing appeals of registry placement decisions with the Division of Administrative Law Appeals. • Assisting in litigation activity, such as generating correspondence, filing and tracking pleadings, organizing discovery, creating exhibit packets, etc. • Entering and tracking legal unit activities in the DPPC’s case management system (CMS). • Uploading records into Digital Management System (DMS) • Responding to requests for records, including from other state agencies and public records requests. • Creating monthly reports, including Legal Tracking and Registry Reports. • Establishing and maintaining contacts with referral and protective service agencies for exchanging information on matters of overlapping jurisdictions. • Providing information to parties to investigations and the public related to the general operations of the legal unit. • Maintaining records and preparing correspondence in a manner consistent with all applicable laws, regulations, protocols, procedures, and policies. • Attending meetings and training as directed and/or approved. • Completing all administrative forms (i.e. time sheets, time off requests, etc.) in an accurate and timely fashion. • Performing general administrative tasks, duties, and projects as needed and/or assigned for the Legal Unit. • Acting as support for other DPPC Units as needed. • Operating standard office machines and equipment including photocopiers, personal computers, telephone systems, fax machines and similar equipment. • Performing administrative and/or clerical duties by typing correspondence, photocopying, faxing and filing documents in accordance with a prescribed classification system. • Typing correspondence using Microsoft Word, creating and/or updating spreadsheets using Microsoft Excel. • Using adobe to scan and redact files. • Sending and distributing mail to appropriate staff in accordance with established Agency policies and procedures. • Digitizing, labeling and classifying documents for the Intake, Legal, Oversight and Investigations Units in accordance with the Commission’s standard policies and procedures. • Working closely with other Agency staff to coordinate administrative efforts and provide clerical support to achieve Agency goals. • Other duties as assigned. INTAKE:The Disabled Persons Protection Commission (DPPC) is an independent agency of the Commonwealth of Massachusetts which conducts investigations of abuse of adults with disabilities between the ages of 18 to 59, oversees those investigations conducted by other agencies, and oversees the remediation of abuse. The mission of the DPPC is to protect adults with disabilities from the abusive acts and omissions of their caregivers through investigation, prevention, and public awareness. The DPPC is currently seeking to fill an Office Support Specialist II position. The Office Support Specialist for the Intake Unit will beresponsible for a variety of duties to support the Unit. This includes managing and responding to inquiries made via email and phone; regular distribution of intakes throughout the day; processing, storing, and distributing documents on a regular schedule; and monitoring the progress of individual abuse reports and intakes to ensure completion, all while adhering to all relevant confidentiality provisions. In addition to these duties, the Office Support Specialist will also undertake data entry duties, provide specialized assistance where required, and perform general administrative tasks. Description of Duties: * Responsible for the daily distribution of Intakes to all involved agencies. Throughout the day monitor the daily intake list to see which cases have been approved and are ready for distribution. Intakes will be sent to each of the designated agencies at regular intervals throughout the day. At the end of the day send a complete list of all the Intakes as necessary, verifying their receipt. * Retrieve written reports from Hotline fax and mail. Research database to see if the report is in the system, update the database report with any pertinent information – if the report is not in the system a new report will be entered based upon the written report. Notify all appropriate parties of the updates and have the Intake Coordinators, Managers or Director review for any possible jurisdictional changes. Send the updated Intake form to all involved parties. Assess the risk to the individual, the nature of abuse, and identify potential emergency situations. * Send written reports to all agencies involved. Send documentation for uploading into digital database. * Manage positive communications between DPPC and other agencies, including the Executive Office of Health and Human Services (EOHHS), Department of Mental Health (DMH), Department of Developmental Services (DDS), MassAbility (MBY), and the legislature. * When necessary, assist in the processing of the vendor reports into the DPPC main database as a back-up. * Retrieve written death reports from Hotline fax, mail, email and DDS HCSIS system. For reports in the system, update report with pertinent information and have Intake Management review for appropriate screening. * Monitor the Intake primary phone number and voicemail system and respond to inquiries made by email or voice messages. * Enter data accurately into the database, verify spelling, and conduct research on prior history for the parties involved in the complaint, including address, age, disability, and employment history. * Send daily Intakes involving a sexual allegation to the Sexual Assault Liaisons at DDS and DMH. * Run and send the monthly reports to DOC – listing all cases sent to DOC for that month. * When necessary, assess risk and identify potential emergency situations. Notify supervisor immediately of any emergency situations. * Accurately, concisely, and completely document all case activity. Organize and prioritize daily tasks and activities. * Coordinate daily schedule with team members for coverage and workflow. * Participate in/facilitate special projects as assigned. * Maintain records and prepare correspondence in a manner consistent with all applicable laws, regulations, protocols, procedures, and policies. * Functions as primary backup for receptionist. * Attend meetings and trainings as directed and/or approved. LEGALPreferred Qualifications: • Possess strong organizational skills with attention to detail. • Possess thorough knowledge of the principles of office procedures and practices. • Ability to work accurately with names, numbers, codes, and/or symbols. • Ability to exercise discretion in handling confidential information. • Experience in functioning successfully in stressful situations. • Ability to follow written or verbal instructions. • Ability to establish and maintain harmonious relationships with fellow employees and the public. • Extensive knowledge of the types and uses of various office equipment and experience in the use of current business software programs. • Strong ability to handle a wide variety of tasks. • Manage time effectively and meet established deadlines. • Ability to identify potential problems; develop optimal approaches to address their resolution and recommend or initiate solutions. • Ability to be a self-starter, be self-motivated and use good judgment. INTAKE Preferred Qualifications: * Ability to gather information through questioning or observing individuals, and to record such information accurately * Ability to deal tactfully with others * Possess strong interpersonal skills and cross-functional communication; possess the ability to communicate effectively orally and in writing * Ability to maintain a calm manner in stressful and emergency situations * Ability to gather information by examining records and documents * Ability to maintain accurate records * Ability to optimize workflow for timely delivery * Ability to analyze and determine the applicability of data, to draw conclusions, and make appropriate screening recommendations pursuant to all applicable protocols, policies, and procedures * Strong interpersonal skills and ability to work with, including but not limited to DPPC staff, EOHHS agencies and employees, advocacy groups and law enforcement personnel * Ability to prepare and present concise and accurate oral and written reports * Ability to exercise discretion in handling confidential information * Ability to work independently as well as collaboratively * Ability to work within specified timeframes and meet deadlines * Possess strong data entry skills Minimum Entrance Requirements: Applicants must have at least (A) three 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 a maximum of two years of 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. First consideration will be given to those applicants that apply within the first 14 days. _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. *Job: Administrative Services *Organization: Disabled Persons Protection Commission *Title: *Office Support Specialist II Location: Massachusetts-Braintree - 300 Granite St Requisition ID: 260000HT