The Massachusetts Rehabilitation Commission (MRC) seeks a Transitional Assistance Specialist, Office Support Specialist II. As an Transitional Assistance Specialist for the Massachusetts Rehabilitation Commission, you will play a vital role in ensuring that the organization operates efficiently and effectively. In this position, you will be responsible for providing administrative and clerical support services, including answering phones, scheduling appointments, maintaining files and records, processing mail, and handling other general office duties as needed. Additionally, the incumbent will work closely with the Office of Financial Management and Budget (OFMB). The Transitional Assistance Specialist will work on verifying waiver fiscal entries in related state fiscal platforms as well as communicating with any outstanding issues related to Transitional Assistance (TA), MFP Demonstration Grant (DEMO), Home Accessibility Adaptations (HAA) , Vehicle Modifications billing, and Housing Search Entities (HSE).

To succeed in this role, you will need to have strong communication and organizational skills, as well as attention to detail. You should be comfortable working independently as well as in a team-oriented environment.

MRC is a learning and participatory performance culture with an emphasis on high-performance teams, individual performance/contribution/impact, and engaging in activities to promote and support a program/division/agency (e.g., committee membership, Roadmap workgroup membership, presenting at Town Halls, achieving learning and performance goals). MRC is an agency committed to diversity, equity, inclusion, and racial equity, innovation and transformation, and change, and creating a culture of agility, excellence, and belonging.

Duties and Responsibilities (these duties are a general summary and not all-inclusive):

• Provide all training for Waiver Clerks on agency equipment, technology platforms, state tracking systems, and general office procedures.

• Provides cross-training to supervised staff in all areas of Administrative and Fiscal support.

• Utilize computer software or databases to prepare reports, compile data, and create and maintain databases and spreadsheets.

• Maintain an accurate and up-to-date listing of TA, HSE, and HAA providers, querying providers every six months to ensure that the listing is current and accurate

• Manage program fiscal needs in partnership with the Office of Financial Management and Budget (OFMB) to comply with all fiscal requirements.

• Liaises with providers regarding billing.

• Converts document to the proper type and separates by the individual

• Electronically files by name and waiver on the server to prepare for claiming.

• Provide administrative support functions to ensure policy compliance and efficient and timely delivery of services to consumers.

• Manages the billing inbox for TA/ HSE and billing inbox for Home Modifications.

• Process all billing received in these inboxes and follows up with providers as needed for fiscal corrections.

• Participates in program Staff Meetings and all necessary training.

• Schedules and attends quarterly meetings with providers, facilitate discussions, and takes and curates minutes for dissemination.

• Participate in regular meetings with Waiver Business Improvement Partner (BIP) and regional staff.

• Plans and coordinates work performed by assigning and re-assigning duties as necessary to distribute work equitably among the support staff.

• Oversees employee travel expense vouchers by state and federal regulations, maintains an electronic copy of each employee’s google maps and monthly travel voucher submissions, and sends out monthly reminders on the request of travel to staff.

• Participate in regular meetings with Business Improvement Partner (BIP), Business Financial Manager (BFM), and other Agency professionals to exchange information, discuss new policies and procedures, and recommend solutions to joint problems and those presented by management.

• Supports Case Management team on monthly outreach to providers on the ability to accept additional referrals.

• Maintains database of open TA referrals.

• Maintains quarterly and, as directed, monthly outreach to providers to ensure billing is received promptly.

Required Qualifications:

• Passionate about helping staff perform their best while anticipating needs regarding preparation for and scheduling activities.

• Ability to understand, explain and apply the laws, rules, policies, and procedures governing assigned unit activities.

• Mastery of the English language, with ability to read, write, and comprehend written and oral instructions.

• Strong time management, planning, and organizational skills.

• Ability to assemble items of information in accordance with established procedures.

• Excellent mathematical skills; perform arithmetical computations with speed and accuracy

• Knowledge and the ability to maintain standard electronic filing systems and records.

• Supervisory experience with the ability to plan and assign work based on the capabilities of subordinates and available resources.

• Develop and maintain harmonious working relationships and deal tactfully with others.

• Knowledge of clerical office practices and procedures, including office record keeping, office correspondence control, the types and uses of office equipment and supplies, and business email/letter preparation.

• Provide positive insight and encourage collaboration and consistent action

• Experience with operating general office machines and equipment such as computers or multifunction copiers/scanners.

Preferred Qualifications:

• Knowledge of the laws, rules, policies, and procedures governing assigned unit activities.

• Knowledge of the types and uses of agency forms, software platforms, and systems.

• Knowledge of the proper telephone procedures for making and receiving agency calls.

• Knowledge of the types and applications of standard electronic filing systems.

• Knowledge of clerical office practices and procedures, including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.

• Skill operating general office machines and equipment such as computers or multifunction copiers/scanners.

• Knowledge of the principles, practices, and techniques of supervision.

Agency Mission:

MRC provides services that break down barriers and empower people with disabilities to live on their own terms. Our programs focus on vocational rehabilitation, community living, and disability determination for federal benefit programs. We are change agents and community builders. And we put the people we serve at the heart of everything we do. We envision a Commonwealth that is open to all, where everyone can seize their true potential and contribute fully to our communities and the world. Together with stakeholders, partners, and allies, MRC collaborates, problem-solves, and innovates to bring about a better Massachusetts for everyone—one that is truly equitable, accessible, and inclusive.

For more information about our agency and programs, visit: www.mass.gov/mrc.

Pre-Offer 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 before 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.

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.

For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #2.

Applicants should submit a cover letter and resume for the Transitional Assistance Specialist requisition.

First consideration will be given to those applicants that apply within the first 14 days.

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.

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!