Clerk IV - Learning and Development

The Massachusetts Department of Public Health at Tewksbury Hospital is looking for a Clerk IV to support the Learning and Development team as part of the Nursing Department.  This role provides direct assistance and support to the Director of Learning and Development and Nursing Departments.  They are responsible for coordinating and monitoring daily activities for the Staff Development Department, responding to inquiries, and maintaining relationships between the Nursing Departments, Hospital Wide Departments, Area Office and other state and local agencies.

This is an excellent opportunity for a candidate with strong administrative skills, attention to detail, and who can work effectively independently and on team-based projects.

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

• Provides assistance to the Director of Learning and Development with administrative and departmental activities including but not limited to utilizing word processing, maintaining files, and records.

• Coordinates and assists in daily activities for the Nursing Practice and Professional Development Councils.

• At the direction and supervision of the Learning and Development Director, assists Nurse educators in Learning and Development by answering questions, providing technical assistance, working on projects and other assignments as needed.

• Coordinate with the Nursing and Human Resources Departments by developing and maintaining database systems.  Supports current database systems, as assigned.  Maintains database of all employee training for the Nursing Department.

• Generates and prepares computerized reports, records, memos, minutes, letters, etc., in a timely manner.  Assists with preparation of class scheduling as needed.

• Prepares orientation schedules/material for instructors as needed.  Assembles orientation packets for in-house and students affiliating within the Nursing Department.

• Analyzes data and creates reports for both the Nursing and Hospital Wide Departments in to keep staff apprised of information and to make recommendations for change.  Prepare brochures, flyers, certificates, etc. for educational activities.

• Coordinates with Learning and Development, Nurse Managers, the Director of Human Resources and Human Resource Personnel to process new hires.  Assures all paperwork is completed, updates employee database systems and maintains Nursing Department Organizational Charts.

• Responds to telephone inquiries and process them in a professional, effective, efficient, and timely manner.

• Prepares and processes purchase orders for supplies needed, following the Commonwealth’s rules and regulations governing procurement of supplies/equipment.

• Compliance with all applicable state and federal laws including HIPAA regulations which govern privacy and confidentiality.

Required Qualifications:

• Knowledge of the methods of general report writing.

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

• Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.

• Ability to gather information by examining records and documents and by questioning individuals.

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

• Ability to determine proper format and procedure for assembling items of information.

• Ability to maintain accurate records.

• Ability to prepare general reports, charts, graphs and tables.

• Ability to write concisely to express thoughts clearly.

• Ability to follow written and oral instruction.

Preferred Qualifications:

• Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned department activities.

• Knowledge of the organizational structure and functions of the assigned agency.

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

• Knowledge of the types and uses of agency forms.

• Knowledge of the law, rules and regulations governing the state personnel system.

• Knowledge of state budgetary procedures relating to positions, salaries and personnel services.

• Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.

• Knowledge of state accounting and budgetary procedures including terminology.

• About the Department of Public Health:

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

More information can be found at: MA Department of Public Health

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. 

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 Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4
 

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 office work, or (B) and 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 two years of 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!

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.

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%25 of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.