Assistant File Clerk Jobs in Needham, MA (NOW HIRING)

MassAbility is seeking a dedicated, organized and driven individual to fill the role of Support Services Clerk, Clerk III for the Disability Determination Services (DDS) Unit of MassAbility. In this role the selected candidate will provide clerical support and assistance to the Vocational Disability Examiners as well as other DDS staff.
At MassAbility, we are driven by a fundamental belief that we are all different but connected - individuals who share a common purpose and who bring our own talents, ingenuity, and perspective to achieve our vision. That belief puts diversity, equity, and inclusion at the center of everything we do. We are keenly aware of the barriers that many of us face as we strive to live life on our own terms. That's why, as a community, we are committed to always being part of the solution. This work is essential to who we are as an organization. Together, we are making a better state possible for everyone. As a team member, you'll join an agency that values a learning and participatory performance culture with an emphasis on high-performance teams, individual contribution/impact, and engagement in activities to promote and support programs, divisions, and the overall agency vision and mission.
Duties and Responsibilities (these duties are a general summary and not all inclusive) :
• Operate a virtual switchboard via laptop and perform various agency reception duties, such as retrieving electronic data information for the purpose of tracking and answering inquiries of claims.
• Provide clerical support to Vocational Disability Examiners by assembling correspondence letters for mailing, call hospitals or other medical facilities to follow-up on requested medical evidence and entering data in the agency computer to facilitate the case adjudication process.
• Open, identify, and distribute incoming and inter-office mail to agency staff in the Mail Department, and prepare and weigh outgoing mail using Pitney Bowes shipping systems and/or UPS shipping equipment to process Agency mail.
• Assist in the Case Management Unit by inputting and transmitting data, facilitate daily electronic case distribution to case processing staff, and prepare outgoing claim correspondence for agency mailings.
• Prepare bar code identification for documents, scan documents into electronic case files, validate, and index documents that need to be reconciled with electronic disability records.
• Assist the CE Placement Unit by answering and responding to incoming calls, for transportation arrangements for DDS clients, as well as responding to other inquiries.
• Assist as needed in the Disability Hearings Unit, and the Fiscal Department.
Required Qualifications :
• Demonstrated knowledge of the principles and correct usage of the English language including grammar, spelling, sentence structure, word meaning and punctuation.
• Ability to communicate effectively both orally and in writing, such as, giving written and oral instructions in a precise, understandable manner, accurately recording information provided orally; and writing concisely with a clear expression of thoughts and the development of ideas in logical sequence.
• Aptitude to understand apply and explain the laws, rules, policies and procedures governing assigned unit activities.
• Experience dealing tactfully and establishing and maintain harmonious working relationships with all stakeholders.
• Capacity to exercise sound judgment, including exercising of discretion in handling confidential information as well as strong problem solving skills.
• Proficiency in filing materials in accordance with standard filing procedures and to maintain accurate records.
Preferred Qualifications :
• Demonstrated ability in Microsoft Office Applications - Word, Excel and Access Family Net, etc.
• Competency to effectively handle complaints presented or referred to the department or agency.
• Aptitude to work with diverse populations.
• Demonstrated ability to maintain a professional demeanor in the public forum.
• Capacity to plan, organize and carry through on office events.
• Inclination to carry out work activities with a minimum of direction.
• Ability to establish systems to improve overall performance of all clerical functions.
• Proven ability to organize and maintain filing systems.
About MassAbility
MassAbility provides services that break down barriers and empower people with disabilities to live life 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, MassAbility 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: MassAbility | Mass.gov
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 prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants."
As part of the hiring process, the Office of Human Resources will be verifying any college-level degrees conferred to the selected candidate. Additionally, any licensure required for the position will be verified. Information provided as part of the hiring process is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.
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.
ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests .
For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800-510-4122 and select option 4.
Applicants should upload a cover letter and resume for the Clerk III requisition.
Qualifications:
First consideration will be given to those applicants that apply within the first 14 days.
Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office work, or (B) an equivalent combination of the required experience and the substitutions below:
I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. *
II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. *
III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. *
IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for the required experience.*
* Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
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!
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.